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Request For Proposals

MARYLAND DEPARTMENT OF THE ENVIRONMENT – ENTERPRISE ENVIRONMENTAL MANAGEMENT SYSTEM –

SOFTWARE, IMPLEMENTATION AND MAINTENANCE SERVICES PROCUREMENT

PROJECT NO.: U00R3200174

Maryland Department of the EnvironmentAdministrative and Employee Services Administration

Issue Date: September 10, 2002

NOTICE

Prospective Offerors who have received this document from a source other than the Issuing Office should immediately contact the Issuing Office and provide their name and mailing address so that the amendments to the Request for Proposals (RFP) or other communications can be sent to them.

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Minority Business Enterprises are Encouraged to Respond to this Solicitation

STATE OF MARYLANDNOTICE TO OFFERORS

In order to help us improve the quality of State Proposal solicitations, and to make our procurement process more responsive and business friendly, we ask that you take a few minutes and provide comments and suggestions regarding the enclosed solicitation. Please return your comments with your Proposal. If you have chosen not to submit a proposal on this Contract, please fax this completed form to: 410-537-7054.

Title: Maryland Department of the Environment – Enterprise Environmental Management System – Software, Implementation and Maintenance Services Project No .: U00R3200174 1. If you have responded with a “no bid” please indicate the reasons below:

( ) Other commitments preclude our participation at this time.( ) The subject of the Contract is not something we normally provide.( ) We are inexperienced in the work/commodities required.( ) Specifications are unclear, too restrictive, etc. (Please explain in Remarks

Section)( ) The scope of work is beyond our current capacity.( ) Doing business with Government is simply too complicated. (Please explain in

Remarks Section)( ) We cannot be competitive. (Explain in Remarks Section)( ) Time allotted for bid/proposal is insufficient.( ) State-up time is insufficient.( ) Bonding/Insurance requirements are prohibitive. (Explain in Remarks Section)( ) Bid/Proposal requirements (other than specifications) are unreasonable or too

risky. (Explain in Remarks Section)( ) MBE requirements. (Explain in Remarks Section).( ) Prior experience with State of Maryland contracts was unprofitable or otherwise

unsatisfactory. (Explain in Remarks Section)( ) Payment schedule too slow.( ) Other:

2. If you have submitted a bid or proposal, but wish to offer suggestions or express concerns, please use the Remarks section below. (Use reverse or attach additional pages as needed.)

REMARKS: Contractor Name: Date Contact Person: Phone Address:

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KEY INFORMATION SUMMARY SHEET

STATE OF MARYLAND

Request For Proposals

Maryland Department of the Environment – Enterprise Environmental Management System –

Software, Implementation and Maintenance Services

Project No.: U00R3200174

RFP Issue Date: September 10, 2002

RFP Issuing Office: The Maryland Department of the Environment

Project Manager: Lawrence Priebe, Deputy CIOMaryland Department of the Environment1800 Washington BoulevardBaltimore, Maryland 21230

Office Phone- 410-537-3099

Fax Phone: 410-537-3093

e-mail: lpriebe@mde.state.md.us

Contract Officer: Soraya Thompson-Brashears, Procurement OfficerMaryland Department of the Environment1800 Washington BoulevardBaltimore, Maryland 21230

Office Phone: 410-537-3075

Fax Phone: 410-537-7054

e-mail: sbrashears@mde.state.md.us

Proposal(s) are to be sent to: Procurement OfficerMaryland Department of the EnvironmentAdministrative and Employee Services Administration1800 Washington BoulevardBaltimore, Maryland 21230Attention: Soraya Thompson-Brashears

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Pre-Proposal Conference: Friday, September 27, 2002 at 9:00 AM 1800 Washington BoulevardBaltimore, Maryland 21230

Closing Date and Time: November 14, 2002 at 2:00 PM

NOTE

This RFP is available on the Internet currently at

http://www.mde.state.md.us/procure/index.html - COMMODITIES

or future MDE website at “Business Info Center – Procurement Opportunities” or “Work with MDE – Procurement Opportunities” or CD in MS Word, MS Excel. Potential Offerors wishing to receive this information on diskette may submit a written request along with four blank formatted 3-1/2" IBM compatible diskettes to the Issuing Office. Information supplied on diskette, CD, or obtained via the Internet is for convenience only. For copies of the written document, contact the Issuing Office.

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SECTION 1: GENERAL INFORMATION..................................................................11

1.1 Summary Statement..............................................................................................................11

1.2 Non-Exclusive Use.................................................................................................................13

1.3 Abbreviations and Definitions..............................................................................................13

1.4 Contract Officer/Procurement Officer................................................................................16

1.5 Pre-Proposal Conference......................................................................................................16

1.6 Questions................................................................................................................................17

1.7 Proposal Due Closing Date...................................................................................................17

1.8 Duration of Offer...................................................................................................................17

1.9 Revisions To The RFP...........................................................................................................17

1.10 Cancellations; Discussions..................................................................................................18

1.11 Oral Presentation.................................................................................................................18

1.12 Incurred Expenses...............................................................................................................18

1.13 Economy of Preparation.....................................................................................................18

1.14 Protest/Disputes...................................................................................................................18

1.15 Compliance with the Law...................................................................................................19

1.16 Access To Public Records Act Notice.................................................................................19

1.17 Confidentiality......................................................................................................................19

1.18 Loss of Data..........................................................................................................................19

1.19 OFFEROR Responsibilities................................................................................................20

1.20 Mandatory Contractual Terms..........................................................................................20

1.21 Proposal Affidavit................................................................................................................20

1.22 Contract Affidavit................................................................................................................20

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1.23 Minority Business Enterprise.............................................................................................20

1.24 Arrearages............................................................................................................................21

1.25 Procurement Method...........................................................................................................21

1.26 Contract Duration...............................................................................................................21

1.27 Contract Type......................................................................................................................21

1.28 Contract Price Adjustments...............................................................................................22

1.29 Reciprocal Preference.........................................................................................................23

1.30 Verification of Registration and Tax Payment.................................................................23

1.31 Compensation and Method of Payment............................................................................24

1.32 Best and Final Offers...........................................................................................................24

1.33 Acceptance of Terms and Conditions................................................................................24

1.34 Non-Visual Access................................................................................................................25

1.35 Intellectual Property............................................................................................................25

1.36 Incorporation by Reference................................................................................................25

1.37 Performance Bond...............................................................................................................26

1.38 Insurance..............................................................................................................................26

SECTION 2: SOURCE CODE ESCROW..................................................................27

SECTION 3: STATEMENT OF WORK......................................................................28

3.1 MDE’s Organizational Environment...................................................................................28

3.2 Phased Project Methodology- Master Project Contract - Tasks Orders.........................303.2.1 IT Operating Environment.........................................................................................313.2.2 State of Maryland Standards......................................................................................32

3.3 COTS System Support of General Business Functionality Specifications.......................323.3.1 Web/Database Interface.............................................................................................323.3.2 One Stop / Department-Wide Integration..................................................................333.3.3 Regulated Entity........................................................................................................333.3.4 Location.....................................................................................................................333.3.5 Standard language library..........................................................................................34

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3.3.6 Workflow...................................................................................................................34

3.4 Proposed COTS Software Support of Business Functions Specifications........................353.4.1 Permits and Applications...........................................................................................353.4.2 Compliance/Enforcement/Corrective Action............................................................383.4.3 Remediation and Corrective Action..........................................................................413.4.4 Personnel....................................................................................................................433.4.5 Managing Environmental Performance Data............................................................433.4.6 Managing Environmental Monitoring Data...............................................................44

3.5 Proposed COTS Software Support of Technical Requirements.......................................453.5.1 User Interfaces/System Navigation...........................................................................453.5.2 External Database System Interfaces.........................................................................473.5.3 Hardware, Software, and Communications Interface Specifications........................483.5.4 Web-based Intranet and Internet Information and Applications Specifications........493.5.5 COTS System Support of Architectural Specifications.............................................503.5.6 COTS Software Support of Access Specifications....................................................513.5.7 COTS Software Support for Data Entry and Validation Specifications....................51

3.6 COTS Software Support General System Specifications...................................................543.6.1 System Performance Metrics.....................................................................................543.6.2 IT System Administration..........................................................................................553.6.3 Security......................................................................................................................553.6.4 Configuration Management.......................................................................................583.6.5 Disaster Recovery Management................................................................................583.6.6 Miscellaneous Technical Specifications....................................................................593.6.7 Reporting...................................................................................................................59

3.7 Technical Support Services-COTS Software Implementation..........................................613.7.1 Phase I-System Software Acquisition and Operational Model.................................623.7.2 Phase II-Analysis System Software Fit (functional and technical) Assessment.......633.7.3 Phase III - System Integration...................................................................................643.7.3.1 Phase III-A-System Implementation Detailed Design (SIDD).................................643.7.3.2 Phase III-B – Modification, Development, Configuration, Integration and Test......653.7.3.3 Phase III-C Data Conversion and Migration.............................................................663.7.3.4 Phase III-D Documentation.......................................................................................663.7.3.5 Phase III-E Implementation.......................................................................................673.7.3.6 Phase III-F Training...................................................................................................673.7.4 Phase IV- Warranty and Maintenance Support.........................................................683.7.4.1 Defects.......................................................................................................................693.7.4.2 Warranty Period.........................................................................................................693.7.4.3 Maintenance Period...................................................................................................703.7.4.4 Single Point Of Notification for Warranty & Maintenance Support.........................71

3.8 Project Administration and Management Services............................................................713.8.1 EEMS Project Management Methodology................................................................733.8.2 Milestones and Deliverables......................................................................................73

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3.8.3 Progress Reporting.....................................................................................................74

3.9 Project Personnel Services and Qualifications..............................................................753.9.1 Labor Categories And Qualifications........................................................................763.9.1.1 Program Manager-*...................................................................................................763.9.1.2 Project Manager-*.....................................................................................................773.9.1.3 Senior Computer Software/Integration Analyst-*.....................................................773.9.1.4 Senior Computer Specialist.......................................................................................783.9.1.5 Computer Specialist...................................................................................................783.9.1.6 Senior Computer Systems Analyst-*.........................................................................793.9.1.7 Junior Computer Systems Analyst.............................................................................803.9.1.8 Applications Programmer..........................................................................................803.9.1.9 Computer Systems Programmer................................................................................813.9.1.10 Database Manager-*..............................................................................................813.9.1.11 Database Management Specialist..........................................................................823.9.1.12 Quality Assurance Manager..................................................................................823.9.1.13 Quality Assurance Specialist.................................................................................833.9.1.14 Senior Systems Engineer.......................................................................................833.9.1.15 Systems Engineer...................................................................................................843.9.1.16 Software Engineer.................................................................................................843.9.1.17 Senior Computer Security Systems Specialist.......................................................843.9.1.18 Computer Security Systems Specialist..................................................................853.9.2.19 Testing Specialist-*...............................................................................................853.9.1.20 Training Specialist/Instructor *.............................................................................863.9.1.21 Documentation Specialist......................................................................................863.9.1.22 Technical Writer/Editor.........................................................................................873.9.1.23 Project Control Specialist......................................................................................873.9.1.24 Internet/Intranet Site Developer............................................................................873.9.1.25 Internet/Intranet HTML Developer.......................................................................883.9.2 Key Personnel Profiles..............................................................................................88

3.10 Invoices.................................................................................................................................883.10.1 Submission Schedule.................................................................................................893.10.2 Invoice Submission Procedure..................................................................................893.10.3 Payments...................................................................................................................89

3.11 Acceptance Criteria.............................................................................................................90

3.12 Substitution of Personnel....................................................................................................91

3.13 Privacy..................................................................................................................................92

3.14 Ownership............................................................................................................................92

3.15 Place of Performance...........................................................................................................92

3.16 Hours of Work.....................................................................................................................92

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3.17 Security.................................................................................................................................92

3.18 Century Compliance Warranty..........................................................................................92

3.19 Facilities, Supplies, and Services........................................................................................93

3.20 Software General All OFFERORS shall:..........................................................................93

3.21 Information Sources............................................................................................................94

SECTION 4: PROPOSAL FORMAT..........................................................................95

4.1 Two Part Submission.............................................................................................................95

4.2 Submission..............................................................................................................................95

4.3 Proposals.................................................................................................................................95

4.4 Format of Volume I – Technical Proposal..........................................................................95

4.5 Transmittal Letter.................................................................................................................96

4.6 Title Page................................................................................................................................96

4.7 Table of Contents...................................................................................................................97

4.8 Executive Summary...............................................................................................................97

4.9 Project Management.............................................................................................................97

4.10 OFFEROR Experience and Capabilities.........................................................................100

4.11 Proposed Software and Tools...........................................................................................101

4.12 Financial Capabilities and Insurance..............................................................................101

4.13 Legal Actions Summary....................................................................................................102

4.14 Economic Benefit Factors.................................................................................................102

4.15 Required Submissions to be Provided by OFFEROR....................................................103

4.16 Format of Volume II – Financial Proposal......................................................................103

4.17 Price Proposal Form..........................................................................................................104

4.18 Labor Category Rate.........................................................................................................104

SECTION 5: EVALUATION CRITERIA AND SELECTION PROCEDURES..........106

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5.1 Selection Process..................................................................................................................106

5.2 Technical Proposal Evaluation Criteria............................................................................1075.2.1 The Technical Proposal...........................................................................................1075.2.2 OFFEROR Experience and Capabilities.................................................................1075.2.3 Project Management................................................................................................1085.2.4 Financial Stability (see section 4.12, 4.13)..............................................................1085.2.5 General Economic Benefit to Maryland (see Section 4.14)....................................108

5.3 Reciprocal Preference.........................................................................................................108

5.4 Financial Proposals Evaluation Criteria................................................................................109

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SECTION 1: GENERAL INFORMATION

1.1 Summary Statement

A. Background

Most State environmental permitting programs were consolidated in the Department of the Environment (MDE) when it was created in 1987 and throughout the transfer of additional permitting programs to MDE in 1995. The Department’s mission is to protect and preserve the State's environmental resources, and the health and welfare of Maryland citizens. MDE fulfills its mission through its environmental permitting and enforcement activities and the promulgation of regulations, performance of long-term planning and research, and provision of technical assistance to industry and communities working to reduce pollution.

The Department's four principle environmental Administrations are the Air and Radiation Management Administration; the Technical and Regulatory Services Administration; the Waste Management Administration; and the Water Management Administration. A fifth Administration, Administrative and Employee Services, is responsible for managing personnel, fiscal and procurement activities. The agency operates a Baltimore-based headquarters with regional facilities located in Annapolis (2), Frostburg, Centerville, Cambridge, Salisbury, Westport, Hagerstown and Prince Frederick. MDE presently employs a staff of over 1000 which is predominantly comprised of engineers and scientists. Approximately 850 employees are located at headquarters.

An organizational chart of the Agency is attached as Attachment G.

B. Intent of this RFP

MDE is currently operating over 177 separate permitting, compliance and enforcement databases. These information technology (IT) business application systems currently in use by MDE were typically developed to support the needs of a specific regulation, business activity or the environmental media (ie, air, water, waste). As a result of this development process, the current standalone systems have extremely limited interfaces with the systems used to support other media types, or even other business requirements within the same media. Operating numerous databases has also resulted in duplicate data entry, redundancy of stored data, and reduced system efficiency. Through this procurement, MDE is seeking to replace multiple databases and corresponding applications with a single, integrated database, Enterprise Environmental Management System (EEMS), that would, to the maximum extent possible, allow MDE to standardize its business processes across all media and all administrations.

MDE is seeking proposals to acquire and integrate a proven Commercial-Off-The-Shelf (COTS) environmental management system that is based upon a centralized database and electronic processing of environmental permitting, reporting, enforcement and compliance activities.

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MDE’s goal is to enhance the delivery of services to the public and regulated parties, improve the efficient use of the Department’s human and financial resources and improve performance of MDE’s mandate to protect public health and the environment.

A single OFFEROR will be selected to provide a COTS system, and implementation and support activities in the following phased approach:

Phase I - System Software Acquisition and Operational Model-The Contractor must provide a production capable COTS software and make it operational on the Department’s development server environment as MDE’s Working System Model that will support the assessment activity at MDE for subsequent Phase II;

Phase II - Analysis of Software Fit (Functional and Technical Assessment)-The Contractor must provide the expertise to assess MDE’s current business functions, technical architecture, and related needs using the Working System Model to create an accurate assessment and System Software Sit Report that will outline requirements to successfully implement the COTS software in a production environment.

Phase III - System Implementation-The Contractor must provide a System Implementation Detail Design (SIDD) document detailing all developmental tasks, staffing requirements, schedules and costs for business functions to be included in the system. The Contractor must perform programming, unit testing, system testing, integration testing, regression testing, and stress testing of the integrated software based on the specifications in the SIDD. The Contractor must develop training materials and a training program for administrative and technical staff. The contractor must provide the data migration effort necessary for the business function support of the integrated COTS. The Contractor must install the integrated COTS software into the production environment;

Phase IV - Operations and Maintenance Support-The Contractor must provide support of the system for the contract period as described in Section 3.7.4.3 after the mandatory warranty periods have expired.

This RFP is intended to generate the Master Contract, which will be further comprised of multiple, individual Task Orders used to incrementally develop the project in the phases described above. These Tasks Orders will be executed for all of Phase III to accommodate a specific assembly of prioritized MDE programs and defined subsequent work to facilitate implementation of the COTS software. MDE will identify and prioritize the assembly of programs in each Task Order based on several selection factors, i.e. level of effort for integration required for the proposed COTS software to meet programs needs, political mandates, and funding. MDE will provide written notice to the Contractor to commence work on each Task Order. MDE will continuously assess the viability of the project based upon the Contractor’s performance of completed and on-going phases and judge the Contractor’s ability to complete subsequent phases. MDE may terminate any Task Orders and/or Master Contract at any time if contract deliverables provided are sub-standard, do not meet specifications, are not provided within the time period specified in each Task Order, or if in the best interests of the State.

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1.2 Non-Exclusive Use

It is the State's intention to obtain goods and services, as specified in this RFP, from the contract between the selected Contractor and the State. However, these contracts will not be construed to require the State to procure exclusively from the Contractor. The State reserves the right to procure goods and services from other sources when it is in the best interest of the State to do so and without notice to the Contractor. The State makes no guarantee to the selected OFFEROR that the State will purchase any minimum or maximum amount of goods and services. The resulting contract will fix the unit prices for the term of the contract and any subsequent renewal period for any goods or services ordered by the State.

1.3 Abbreviations and Definitions

For the purposes of this RFP, the following definitions and abbreviations have the meaning indicated below. The OFFEROR acknowledges understanding and agreement with these definitions.

1 Contract Documents - In order of precedence, the Master Contract resulting from this procurement, all Statements of Work issued as Task Orders, as each may be amended from time to time, this RFP, and OFFEROR’s Technical and Financial Response as submitted in response to this RFP.

2 Change Order - Changes in the scope of work or project plans, which are approved and agreed to in writing by MDE and the Contractor.

3 Consultant – The entity (OFFEROR) that responds with a proposal under the procedures as described in this RFP.

4 Contract – Means the agreement for the provision of items of tangible personal property or services described herein.

5 Contract Officer - The individual identified in section 1.4 in this RFP, or any successor as may be named by MDE.

6 COTS software – Means the Commercial-Off-The-Shelf enterprise environmental database software product/application being procured and implemented under this RFP that will be integrated to provide the business process support for MDE’s environmental regulatory programs. Once delivered and accepted by MDE for production use, the COTS software becomes the EEMS system.

7 Cutover - The time, tasks and activities required to move the current information system out of production and move the new information system into production. This event usually occurs over a weekend so that business operations are not impacted.

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8 Data Conversion/Data Migration - The process of converting data from the existing information system into a format that is recognizable to the new information system, and then moving the converted data from the old system to the new system.

9 DBM - The Maryland Department of Budget and Management

10 Deliverables - Means any tangible material to be developed and/or delivered by the Contractor to MDE that is designated in a Task Order/Statement of Work as being subject to a formal acceptance process. These deliverables may be either Written Deliverables (such as reports, systems designs, documentation) or Software Deliverables.

11 E E MS - Means the Enterprise Environmental Management System that is the collection of COTS software and all associated data files, the underlying Relational Database Management System, and any and all modules, modifications, and functionality that has been delivered, integrated and accepted into MDE’s production environment.

12 Fully Loaded Rate - The inclusion in labor category billing rates of all profit, direct and indirect costs associated with performing a requested service. The indirect costs shall include all costs that would normally be considered General and Administrative costs.

13 Implementation - Means all activities that are required to put the system into operation.

14 IT - means Information Technology.

15 License Agreement - Means a document that demonstrates proof that a software product has been lawfully purchased by MDE and is being lawfully utilized by the prescribed number of users.

16 Local Time – Time in the Eastern Time Zone as observed by the State.

17 MDE - Means the Maryland Department of the Environment.

18 Milestone Met Payment Schedule - Means a mutually agreed upon schedule of payments to be made only upon Acceptance of Deliverable(s).

19 Non-Software Deliverable - Means any plan, analysis, standard, documentation, manual, procedure, test, training, support or any other item in any Project Plan that is not specifically excluded in writing by the Contractor.

20 Proprietary Software – Means a program owned or copyrighted that is available for use only through purchase and/or license to MDE under a license agreement pursuant to the specifications of this RFP.

21 OIMT - MDE’s Office of Information Management and Technology.

22 Payment Schedule and Deliverable List - Means the mutually agreed upon Project

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schedule documented in the applicable Task Order/Statement of Work for the delivery of services, the Deliverables, and the amount that the State is obligated to pay the Contractor for completion of such Deliverables.

23 Offeror - The entity (Consultant) that responds with a proposal under the procedures as described in this RFP.

24 Procurement Officer - The individual identified in Section 1.4 in this RFP, or any successor as may be named by MDE.

25 Project - Means collectively the analysis, design, development and implementation services and associated Deliverables to be performed by the Contractor as described in the Project Plan.

26 Project Manager - The individual identified in section 1.4 in this RFP, or any successor as may be named by MDE.

27 Project Plan - Means a mutually agreed upon document that sets forth at a detailed level the responsibilities and tasks that the parties each have under a particular Statement of Work. The Project Plan will include such items a description of the services to be performed, the location of the work to be performed, list of resources that will be provided, the names of Project Manager and staffing, reporting requirements, milestones, timeline and description of the deliverables. A Project Plan may be amended from time to time in writing, as mutually agreed to by both parties. Each amended Project Plan, when approved by both parties in writing, will supersede all prior Project Plans with respect to the applicable Statement of Work for the Task Order.

28 Regulated Entity – Means any facility, site, person or object that must, due to the nature of its operation or involvement in producing a byproduct that is introduced into the environment, apply for, receive and comply with appropriate State environmental permits, licenses, registrations or certifications.

29 RFP – This Request for Proposals for the Maryland Department of the Environment Enterprise Environmental Management System – Software, Implementation and Maintenance Services, Project Number U00R3200174, dated September 10, 2002.

30 Rollout - Means the process of migrating system users and business functions from current information systems to the EEMS system in phases over a specified period of time.

31 Services - Means the consulting, software development, maintenance and other professional services provided by Contractor pursuant to a Statement of Work.

32 Statement of Work / Task Order - Means a mutually agreed document signed by an authorized representative of both parties under which Contractor agrees to perform Services at a Not-To-Exceed Price for MDE and that describes the Services to be performed and both parties’ responsibilities. The terms “Statement of Work” and “Task Order” may be used

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interchangeably.

33 System - The fully functional, integrated data management application designed/configured in accordance with the mutually agreed and accepted Master Contract/Task Order together with support documentation, integrated and installed for the MDE.

1.4 Contract Officer/Procurement Officer

Contract Officer/Procurement Officer

The sole point of contact in the State for purposes of this RFP is the Contract Officer/Procurement Officer at the address listed below:

Soraya Thompson-Brashears, Procurement OfficerMaryland Department of the Environment1800 Washington BoulevardBaltimore, Maryland 21230Telephone #: 410-537-3075Fax #: 410-537-7054E-mail: sbrashears@mde.state.md.us

1.5 Pre-Proposal Conference

A Pre-Proposal Conference will be held at Montgomery Park Business Center, 1800 Washington Boulevard, Baltimore, Maryland 21230 on Friday, September 27, 2002 at 9:00 AM. Attendance at the Pre-Proposal Conference is not mandatory, but all interested OFFEROR(s) are encouraged to attend in order to facilitate better preparation of their proposals. In addition, attendance may facilitate the OFFEROR(s) understanding to meet the State’s Minority Business Enterprise (MBE) goals.

The conference will be transcribed. A copy of the transcript of the Pre Proposal conference will be made available to potential OFFEROR(s) at a nominal charge directly from the transcription company. The identity of the company and details of how to obtain a transcript copy will be provided at the conference. In addition, a summary of the Pre-Proposal Conference and all questions and answers known at that time will be distributed, free of charge, to all prospective OFFEROR(s) known to have received a copy of this RFP.

In order to assure adequate seating and other accommodations at the Pre Proposal Conference, it is requested that by 4:00 p.m. (Local Time) on September 20, 2002, all potential OFFEROR(s) planning to attend, return the Pre-Proposal Conference Response Form or call the MDE Contract Officer at (410) 537-3075 with such notice. The Pre-Proposal Conference Response Form is included as Attachment F to this RFP. Sign language interpretation and/or if there is a need for other special accommodations due to a disability can be made available if requested with at least five days advance notice. MDE will make reasonable efforts to provide such special accommodation.

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1.6 Questions

The Procurement Officer will accept written questions from prospective OFFEROR(s) prior to the pre-proposal conference. As reasonably possible and appropriate, such questions will be answered at the pre-proposal conference. (No substantive question will be answered prior to the pre-proposal conference.) Questions may be submitted to the Procurement Officer by mail, facsimile, or by e-mail by at least five (5) days prior to the pre-proposal conference. Questions, both oral and written, will also be accepted from prospective OFFEROR(s) attending the pre-proposal conference. As reasonably possible and appropriate, these questions received will be answered at the pre-proposal conference.

Questions will also be accepted subsequent to the pre-proposal conference. All post-conference questions should be submitted in a timely manner to the Procurement Officer only. In case of questions not received in a timely manner, the Procurement Officer shall, based on the availability of time to research and communicate an answer, decide whether an answer can be given before the proposal due date. Answers to all questions that have previously been answered, and are not clearly specific to the requestor, will be distributed to all OFFEROR(s) who are known to have received a copy of the RFP.

1.7 Proposal Due Closing Date

An unbound original and nine (9) bound copies of each proposal must be received by the Procurement Officer no later than 2:00 PM. (local time) November 14, 2002 in order to be considered. Requests for extension of this date or time will not be granted. OFFEROR(s) mailing proposals should allow sufficient mail delivery time to ensure timely receipt. Except as provided in COMAR 21.05.02.10, proposals received after the due date, November 14, 2002 at 2:00 PM. (local time) will not be considered. Proposals may not be submitted by e-mail or facsimile.

Proposals shall not be opened publicly, and the identity of an OFFEROR shall not be disclosed prior to contract award.

1.8 Duration of Offer

Proposals submitted in response to this RFP are irrevocable for 180 days following the closing date for proposals or Best and Final Offers (BAFOs), if requested. This period may be extended at the Procurement Officer's request and the OFFEROR(s) written agreement.

1.9 Revisions To The RFP

If it becomes necessary to revise this RFP before the due date for submission of Proposals, amendments will be provided to all prospective OFFEROR(s) that were sent this RFP or that otherwise are known by the Procurement Officer to have obtained this RFP. Amendments made after the due date for Proposals will be sent only to those OFFEROR(s) who submitted a timely proposal.

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Acknowledgment of the receipt of all amendments to this RFP issued before the Proposal due date must accompany the OFFEROR’(s) Proposal in the Transmittal Letter accompanying the Proposal. Acknowledgement of the receipt of amendments to the RFP issued after the Proposal due date shall be in the manner specified in the amendment notice. Failure to acknowledge receipt of amendments does not relieve the OFEROR(s) from complying with all terms of any such amendment.

1.10 Cancellations; Discussions

The State reserves the right to cancel this RFP, accept or reject any and all proposals, in whole or in part, received in response to this RFP, to waive or permit cure of minor irregularities, and to conduct discussions with all qualified or potentially qualified OFFEROR(s) in any manner necessary to serve the best interests of the State of Maryland. The State also reserves the right, in its sole discretion, to award a contract based upon the written proposals received without prior discussions or negotiations.

1.11 Oral Presentation

OFFEROR(s) may be required to make oral presentations with a demonstration of the proposed COTS software to State representatives in order to clarify their proposals. Significant representations made by an OFFEROR during the oral presentation must be reduced to writing. They will become part of the OFFEROR’S proposal and are binding if the contract is awarded.

1.12 Incurred Expenses

The State will not be responsible for any costs incurred by an OFFEROR(s) in preparing and submitting a proposal, in making an oral presentation, in providing a demonstration, or in performing any other activities relative to this solicitation.

1.13 Economy of Preparation

Proposals should be prepared simply and economically, providing a straightforward, concise description of the OFEROR’S Proposals to meet the specifications of this RFP. Failure to follow any of the proposal preparation instructions may constitute reason for disqualification of the offer. Promotional declarations of the OFFEROR’S organizational accomplishments are not encouraged.

1.14 Protest/Disputes

Any protest or dispute related respectively to this solicitation or the resulting contract shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies).

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1.15 Compliance with the Law

By submitting a proposal in response to this RFP, the OFFEROR, if selected for award, agrees that it will comply with all Federal, State and local laws applicable to its activities and obligations under the contract.

1.16 Access To Public Records Act Notice

An OFFEROR(s) should give specific attention to the clear identification of those portions of its proposal that it considers confidential, proprietary commercial information or trade secrets, and provide justification why such materials, upon request, should not be disclosed by the State under the Access to Public Records Act, Title 10, Subtitle 6, of the State Government Article of the Annotated Code of Maryland.

Information that is confidential is to be placed in the Executive Summary in the OFFEROR’S Technical Proposal, and if applicable, also in it’s Financial Proposal. OFFEROR’S are advised that, upon request for this information from a third party, the Procurement Officer is required to make an independent determination as to whether the information may be disclosed (see COMAR 21.05.08.01)

1.17 Confidentiality

Subject to the Maryland Public Information Act and any other applicable laws, all confidential or proprietary information and documentation relating to either party, (including without limitation, any information or data stored within the Contractor’s computer systems) shall be held in absolute confidence by the other party. Each party shall, however, be permitted to disclose relevant confidential information to its officers, agents and employees to the extent that such disclosure is necessary for the performance of their duties under this Contract, provided the data may be collected, used, disclosed stored and disseminated only as provided by and consistent with the law. The provisions of this section shall not apply to information that (a) is lawfully in the public domain; (b) has been independently developed by the other party without violation of the Contract; (c) was already in the possession of such party, (d) was supplied to such party by a third party lawfully in possession thereof and legally permitted to further disclose the information or (e) which such party is required to disclose by law.

1.18 Loss of Data

In the event of loss of any State data or records where such loss is due to the intentional act or omission or negligence of the Contractor or any of its subcontractors or agents, the Contractor shall be responsible for recreating such lost data in the manner and on the schedule set by the Procurement Officer.

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1.19 OFFEROR Responsibilities

The selected OFFEROR shall be responsible for all products and services required by this RFP. Sub-contractors, excluding those used solely to meet MBE participation goals, must be identified and a complete description of their role relative to the proposals must be included in the OFFEROR’S proposals. Additional information regarding MBE sub-contractors is required under paragraph 1.23 below.

1.20 Mandatory Contractual Terms

By submitting an offer in response to this RFP, an OFFEROR, if selected for award, shall be deemed to have accepted the terms of this RFP and the Contract, included as Attachment A. Any exceptions to this RFP or to the Contract must be clearly identified in the Executive Summary of the technical proposal. A proposal that takes exceptions to these terms may be rejected.

1.21 Proposal Affidavit

A proposal submitted by an OFFEROR must be accompanied by a completed Bid/Proposal Affidavit. A copy of this Affidavit is included as Attachment B of this RFP.

1.22 Contract Affidavit

All OFFEROR(s) are advised that if a contract is awarded as a result of this solicitation, the successful OFFEROR will be required to complete a Contract Affidavit. A copy of this Affidavit is included for informational purposes as Attachment C of this RFP. This Affidavit must be provided within five-business days following notification of proposed contract award.

1.23 Minority Business Enterprise

This RFP is designed to encourage the participation of minority persons (members of a group) as defined in Section 14-301(e)(1)(ii) of the State Finance and Procurement Article and minority business enterprises as defined in Section 14-301(e) of the State Finance and Procurement Article. A minority business enterprise participation goal of 25% has been established for this solicitation. This goal includes the participation of seven percent (7%) African American owned businesses and ten percent (10%) female owned businesses. The OFFEROR shall structure its awards of subcontracts under this contract in a good faith effort to achieve this goal in subcontract awards to businesses certified by the State of Maryland as minority owned and controlled.

The Issuer also encourages OFFERORS to include minority business enterprises and minority persons as direct participants in their EEMS bid. The Issuer encourages minority business enterprises to respond to this RFP either independently or as part of a joint venture. OFFERORS are encouraged to submit proposals that reflect the significant participation of minority persons and/or minority business enterprises. MBE requirements are specified in Attachment D of this RFP.

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A current directory of MBEs is available through the Maryland State Department ofTransportation, Office of Minority Business Enterprise, and P. O. BOX 8755, B.W.I.AIRPORT, MARYLAND 21240-0755. The phone number is (410) 865-1269.

The most up-to-date MBE directory is also available at http://www.mdot.state.md.us (select the MBE Program label).

1.24 Arrearages

By submitting a response to this solicitation, each OFFEROR represents that it is not in arrears in the payment of any obligations due and owing the State of Maryland, including the payment of taxes and employee benefits, and that it shall not become in arrears during the term of the contract if selected for contract award.

1.25 Procurement Method

This contract will be awarded in accordance with the competitive sealed proposals process under COMAR 21.05.03.

1.26 Contract Duration

The Master Contract resulting from this RFP shall be for a three (3) year period, with service beginning upon approval of the Maryland Board of Public Works (BPW). Initiation of contract services shall commence upon acknowledgement by MDE with a formal Notice To Proceed issued by the State that the successful OFFEROR can successfully begin providing service.

A Task Order end date may extend beyond the termination date of the Master Contract by no more that 12 months. Task Orders for provision of services beyond the Master Contract termination date will be billed at the then current year rates for the period of time that extends beyond the Master Contract termination date.

The State, at its sole option, shall have the right to extend the Master Contract term for up to two additional, successive one-year terms beyond the initial 3-year term. Any such contract extension may be exercised by the State for a full one-year term.

1.27 Contract Type

The Master Contract shall be an Indefinite Quantity contract as defined in COMAR 21.06.03. Task Orders may be Fixed Price (FP) or Time and Materials (T&M), at MDE’s discretion.

Fixed Price is a type of payment for performing a Task Order Agreement whereby the exclusive payment to the Contractor will be the firm, fixed price quoted by the Contractor in its Task Order Request response. The Contractor must fully perform the Task Order for this price, regardless of its actual cost to do so or its level of profit or loss. As per the specific terms of a Task Order, the Contractor may be paid the entire price upon completion of a Task Order, or may be paid

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portions of this price at specified stages of completion, so long as the sum of such payments do not exceed the fixed price. Fixed Price Task Orders are not subject to the adjustment provisions of Section 1.28.

Not to Exceed (NTE) Ceiling (Cap) pertains only to Time and Materials Task Order Agreements awarded under this RFP. For Time and Materials Task Order Agreements it means a discrete dollar amount listed in the Task Order Agreement that may not be exceeded without the written approval of the Procurement Officer. Services rendered in excess of the NTE without approval of the Procurement Officer are rendered by Contractors at the risk of non-payment in the event the Procurement Officer declines to increase the ceiling. Material charges cannot exceed the Contractor’s invoiced cost of materials. Materials consumed by the Contractor specifically for this contract will not be invoiced separately and should be included in your overhead.

Fixed Houly Labor Category Rates are fully loaded hourly rates established in the Master Contract that include all direct and indirect costs and profit for the Contractor to perform Time and Materials type of Task Order.

1.28 Contract Price Adjustments

A) Services Prices Adjustment

At least ninety (90) days prior to the third contract anniversary date, and each contract option year, the Contractor may submit a request to the Contract Officer to adjust the contract services rates then in effect based upon a change in the index as described below.

The third contract anniversary date shall begin on (date to be assigned at contract award).

B) Consumer Price Index Information

1) For services components of the contract, as identified in Attachment K-1, the following index shall be used as the basis for a request to adjust services rates:Series ID: CUURA311SACL1 - U.S. Department of Labor, Bureau of Labor Statistics (BLS), Consumer Price Index (CPI), All Urban Consumers, Washington-Baltimore, DC-MD-VA-WV, Commodities Less Food, Not Seasonally Adjusted.

2) However, in no event shall the price increase exceed 5% of the current contract unit price.

3) The adjustment will be calculated as a percent of the prior year’s annual index number increase. The percent is derived from the difference between the prior calendar year “Annual” index number as published in the BLS-CPI and the most current year final, not preliminary, monthly index number as published by the BLS-CPI. The difference is expressed as a percent of the prior calendar year “Annual” index number. This factor can only be used to document an increase in cost of service rates. The Contractor must submit with the request: a copy of the proposed revised price schedule showing the current contract series rates; the services rates adjustments as calculated

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using the BLS-CPI - Series ID CUURA311SACL1 specified in 1) above; and the proposed revised contract services rates.

4) In the event that the BLS discontinues the use of the CPI Index, the State may consider a request from the Contractor for a price adjustment based upon the most comparable successor index to the CPI, up to, but not to exceed, 5% on each anniversary date.

5) Example:Consumer Price Index - All Urban Consumers Series Catalog: Series ID: CUURA311SACL1 Not Seasonally Adjusted Area: Washington-Baltimore, DC-MD-VA-WV Item: Commodities less food Base Period: December 1997 = 100 Data:

Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Ann1999 99.8 99.6 101.1 100.8 102.6 102.8 101.3 2000 103.4 107.1

Prior Year Annual Index (1999) is 101.3Current Final Monthly Index (Mar 2000) is 107.1Difference 5.85.8 divided by 101.3 = 5.7%

Since the resulting factor of 5.7% is larger than 5%, the Contractor would be allowed to submit a 5% price adjustment request to the State for that calendar year period.

1.29 Reciprocal Preference

Although Maryland law does not authorize procuring agencies to favor resident OFFEROR(s) in awarding procurement contracts, many other states do grant their resident businesses preferences over Maryland OFFEROR(s). Therefore, as described in COMAR 21.05.01.04, a resident business preference may be given if a responsible OFFEROR(s) whose headquarters, principal base of operations, or principal site that will primarily provide the services required under this RFP in another state submits the most advantageous offer; the other state gives a preference to its residents through law, policy, or practice; and, the preference does not conflict with a Federal law or grant affecting the procurement contract. The preference given shall be identical to the preference that the other state, through law, policy or practice gives to its residents.

1.30 Verification of Registration and Tax Payment

Before a corporation can do business in the State of Maryland, it must be registered with the Department of Assessments and Taxation, State Office Building, Room 803, 301 West Preston

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Street, Baltimore, Maryland 21201. It is strongly recommended that any potential OFFEROR(s) complete registration prior to the due date for receipt of Proposals. An OFFEROR’s failure to complete registration with the Department of Assessments and Taxation may disqualify an otherwise successful OFFEROR(s) from final consideration and recommendation for contract award.

1.31 Compensation and Method of PaymentMDE will establish a total "not to exceed" amount for all the services to be rendered by the Contractor. The contract will provide that the Contractor be compensated based upon submission of an invoice. The Contractor shall submit an invoice using the following schedule. The first installment shall be paid upon completion of Phase I. The second installment shall be paid upon completion of Phase II. Succeeding payments shall be paid upon completion of Task Orders for Phase III and Phase IV.

Billings shall be due and payable within thirty (30) days of receipt and acceptance of an invoice for work performed.

1.32 Best and Final Offers

When it is deemed in the best interest of the State, the Procurement Officer may permit qualified OFFERORs to revise their initial proposal by submitting best and final offers. The Procurement Officer shall notify each qualified OFFEROR(s) of the scope of the requested best and final offer. The Procurement Officer shall establish a date and time for the submission of best and final offers and discussions if the agency head or designee makes a written determination that it is in the State's best interest to do so. If more than one submission of best and final offers is requested, an OFFEROR’S immediate previous offer shall be construed as its best and final offer unless the OFFEROR submits a timely notice of withdrawal or another best and final offer. The Procurement Officer may consult with and seek the recommendation of the Evaluation Committee during the best and final offer process.

1.33 Acceptance of Terms and Conditions

By submitting an offer in response to this RFP, an OFFEROR, if selected for award, shall be deemed to have agreed to and accepted all of the terms, conditions and specifications set forth in this RFP, and in the applicable general conditions. All management and operating services performed under the Contract will be subject to the Maryland Department of Environment General Conditions for Service Contracts (Attachment A) as herein amended. As indicated, the applicable General Conditions are included as appendices of this RFP. Contracts are also subject to all other requirements of Maryland Law, including the State Finance and Procurement Article, Annotated Code of Maryland, and the Code of Maryland Regulations, (COMAR) Title 21, State Procurement Regulations. The particular attention of all OFFEROR(s) is directed to State Procurement Regulations, COMAR 21.11.03, dealing with the requirements for a Minority Business Enterprise participation goal on contracts.

In the event of a conflict between provisions of the Contract, the RFP or any other document

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incorporated by reference into the Contract, the following order of precedence shall determine the prevailing provisions:

a) The Master Contract;

b) Task Order, as each may be amended;

c) The Request for Proposals, including any addenda;

d) The OFFEROR’s Technical and Financial Proposal, including any amendments.

1.34 Non-Visual Access

The OFFEROR(s) warrants that the information technology offered in response to this RFP (1) provides equivalent access for effective use by both visual and non-visual means; (2) will present information, including prompts used for interactive communications, in formats intended for both visual and non-visual use; (3) if intended for use in a network, can be integrated into the network for obtaining, retrieving, and disseminating information used by individuals who are not blind or visually impaired; and (4) is available, whenever possible without modification for compatibility with software and hardware for non-visual access. See Section 3.5.4 Web-based Intranet and Internet Information and Application Specifications of this RFP for specific specification. The OFFEROR(s) further warrants that the cost, if any, of modifying the information technology for compatibility with software and hardware used for non-visual access will not increase the cost of the information technology by more than 5%.

For purposes of this regulation, the phrase “equivalent access” means the ability to receive, use and manipulate information and operate controls necessary to access and use information technology by non-visual means. Examples of equivalent access include keyboard controls used for input and synthesized speech, Braille or other audible or tactile means used for output.OFFEROR(s) can receive additional information about hardware and software accessibility items and supply sources by calling the Maryland Technology Assistance Program (MDTAP) at 1-800-832-4827. For persons with disabilities who need an alternative form of reading this RFP document, alternate forms of this document will be provided upon request.

1.35 Intellectual Property

The OFFEROR(s) will agree to indemnify, defend, and save harmless the State, its officers, agents, and employees, with respect to any claim, action, cost or judgment for patent infringement, or trademark or copyright violation arising out of purchase or use of materials, supplies, equipment, or services covered by the contract for all products and services required by this RFP.

1.36 Incorporation by Reference

All terms and conditions of the RFP and amendments thereto; all provisions of the OFFEROR’s

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proposal and submittals in response to the RFP, and amendments thereto and all applicable State and federal laws, statutory and regulatory provisions and orders, are incorporated by reference and made a part of the Contract to be entered into as a result of this RFP.

1.37 Performance Bond

To secure the Contractor’s performance under this Contract the selected OFFEROR shall procure and submit to the State a performance bond acceptable to the State in the amount equal to the Value of the Contract, within seven (7) days following the approval of this Contract by the Maryland Board of Public Works. The bond shall remain in effect throughout the term of this Contract, and the term(s) of any subsequent renewals under this Contract. The bond shall be accompanied by a duly authenticated or certified document evidencing that the person executing the bond is a licensed Maryland agent for the bonding company. See Attachment E- Form for Performance Bond.

1.38 Insurance

The contractor shall maintain, at its expense, general and professional liability insurance at a minimum of $1,000,000 per occurrence for the duration of the contract. The selected vendor shall submit copies of its certification of insurance to the Contract Officer before commencement of work. Failure of the contractor to provide verification of the required insurance shall not waive its responsibility to maintain insurance at the specified level.

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SECTION 2: SOURCE CODE ESCROW

If the OFFEROR(s) proposes use of existing software or an existing software system for which it or others have copyright/ownership rights, the OFFEROR(s) must escrow the source code with an independent third party who will act as an escrow agent and provide the following information is in response to this RFP:

Name and address of a third party who will act as escrow agent;Source code escrow procedures;Name and address of party who audits escrow account;Frequency of updates and maintenance of source code by escrow agent;Description of any licensing arrangements.

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SECTION 3: STATEMENT OF WORK

3.1 MDE’s Organizational EnvironmentThe Maryland Department of the Environment (“MDE” or the “Department”) administers and enforces State environmental laws and regulations for the protection of public health and the environment. The Department is comprised of four principal administrations. They are the Air and Radiation Management Administration (“ARMA”), with responsibility for administering air pollution control laws, the Waste Management Administration (“WAS”), with responsibility for, among other things, solid and hazardous waste, underground oil storage tanks and lead paint regulations, the Water Management Administration (“WMA”), which administers the State’s water pollution laws, and the Technical and Regulatory Services Administration (“TARSA”), which supports the other three administrations by providing emergency response activities, environmental and public health risk assessments and other technical support services. A fifth Administration, Administrative and Employee Services (“AESA”), provides general administrative and personnel services to the Department.

Each of the media-related administrations (ARMA, WAS, WMA) engage in a wide range of regulatory activities, including development of policy and regulations, issuance of various permits, licenses and certifications, oversight of environmental remediations, inspection of Regulated Entities, facilities and sites, and enforcement of State environmental laws, regulations and permits issued by the Department. Department staff in each of the Administrations regularly receive environmental compliance reports from thousands of Regulated Entities. In Fiscal Year 2001 alone, Department staff issued more than 9,500 permits and licenses to Regulated Entities, bringing to 62,000, the total number of permits, licenses and certifications in effect at year’s end. In that same fiscal year, Department personnel inspected more than 39,000 sites, performed more than 100,000 inspections, audits and spot checks of Regulated entities, and facilities and brought more than 2,500 enforcement actions. Descriptions of the major regulatory and administrative programs within the four environmental Administrations are provided in Attachment H.

MDE’s database systems presently consist of 177 separate permit, compliance, enforcement and other databases that correspond to the Department’s various regulatory activities. The Department’s IT systems developed over time as needed to support evolving and expanding regulatory programs and were typically developed around the needs of a specific regulation, permit or other regulatory activity. As a result, the existing databases are each standalone systems with limited capacity to interface. The current systems are maintained in a multitude of database languages, require duplicate data entry, and consume an excessive amount of system storage. Consequently, these systems are typically independent of one another, necessitating the manual entry of permit and other data into each system. Similarly, in order to identify all permits issued to a specific Regulated Entity, it is necessary to separately query each of the individual systems that contain permit related data for that requested entity. The results of these individual queries must then be either manually collated or processed through yet another system. MDE’s current database system also limits opportunities for interstate data sharing and collaboration with EPA and other states on environmental initiatives.

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MDE is seeking to replace its present system with a single integrated, database management system to increase the efficiency of its business processes. The activities involved in issuing permits, monitoring compliance and conducting enforcement activities are essentially the same across the different media (air pollution, water pollution, waste pollution). The Department is aware of a number of states that have successfully replaced their media specific systems with an enterprise-based system that addresses the needs of the organization as a whole from the perspective of the Regulated Entity.

The key component to the Enterprise Environmental Management System (“EEMS”) is the unified, relational database that would evolve around the Regulated Entities managed by the agency. Figure 1 illustrates the enterprise system concept. The development of an EEMS system based on a Commercial-Off-The-Shelf software solution will improve the Department’s overall operating efficiency and customer service, and address many of the problems created as a result of operating 177 different database systems.

Figure 1 – Enterprise System Concept

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3.2 Phased Project Methodology- Master Project Contract - Tasks Orders This project will be contracted as a Master Project Contract and be developed in Sequences through the issuance of separate multiple Task Orders for various activities within each major phase. The results of the Phase II Analysis of System Software Fit may lead to further groupings of the MDE programs (See Attachment H). The major project phases include:

1. Phase I - System Software Acquisition and Operational Model- Provide for the actual purchase of a proposed COTS software system and services required to install, configure, debug and model the software to make it operational on the Department’s development server. This will establish the system as a baseline Working System Model that will support the assessment activity at MDE for Phase II.

2. Phase II - Analysis System Software Fit (functional and technical) assessment analysis - Assess the COTS software for technical and functional suitability to each of MDE’s Programs, see Attachment H, MDE’s Environmental and Administrative Program Descriptions, (7 pages). This assessment will identify the level of integration and customization (minor, significant or major) required by each MDE program necessary for the COTS software to meet the Department’s requirements. Phase II will establish the overall project scope, cost and identify the level of work for each of MDE’s programs as one of the criteria to be used in assigning implementation priorities.

3. Phase III - System Implementation: Detailed Design, Configuration and Development, Integration and Test; Data Conversion, Data migration; Implementation; Training; (an iterative process for each assembly of programs) - The primary project implementation effort will occur during Phase III. The Contractor’s COTS software will be integrated with MDE programs prioritized for implementation by MDE through Task Orders that will be issued by MDE. Implementation of subsequent, separate Task Orders for integration of multiple programs will occur simultaneously, wherever feasible. Multiple Task Orders will be acceptable so long as the deliverables and schedules for the other Task Orders are not compromised.

4. Phase IV - Operations and Maintenance Support –Following the expiration of warranty periods for each deliverable, and completion of the entire project, provide the operational and maintenance support services.

MDE will provide separate written notice to the Contractor in order to begin work on each Task Order. The value of any single Task Order under the Master Contract will vary depending upon the scope of work for that particular Task Order.

MDE will continuously assess the continued viability of the project, based on the Contractor’s performance and may terminate any Task Order or the Master Contract if deliverables are not met within the time period specified within each Task Order, if the Contractor’s performance is

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otherwise substandard or if it determines, in its sole discretion, that termination is in the best interests of the State.

3.2.1 IT Operating Environment

The current operating environment at MDE consists of a multi-network LAN for the headquarters and a number of WAN connections for field office connectivity, Inter-agency connectivity, and Internet access. MDE's LAN backbone is based on a Cisco 6509 Router/Switch, with two router modules, two 1000Mbps fiber modules and one 45-port, 100Mbps module.  The 6509 is connected to each of the ten wiring closets via fiber optic cables which are in turn terminated at a Cisco 2980 switch.  Completing the wire closet configuration are the requisite numbers of Cisco 2924 switches that provide LAN connectivity for the Agency’s 1200 desktop PCs and workstations of various capacities and manufacturers, printers and other peripheral devices. The PCs are configured for MS 9X, 2X, XP operating system and MS Office 98, 2000.

MDE's LAN consists of 16 class C networks with IP the primary protocol. A limited number of servers (2) are currently using the IPX protocol for Novell NetWare based services. It is anticipated that these IPX servers will be upgraded or decommissioned in the future. A separate SNA protocol network is currently in operation at MDE. It is anticipated that all SNA traffic will be converted to IP in the future.

MDE maintains approximately 15 Novell servers, 11 Windows NT or 2000 servers and seven UNIX servers of various versions connected directly to the 6509 router/switch. The Novell servers provide most file and print services, run several FoxPro for DOS, FoxPro for Windows, and Paradox legacy database applications. Agency email services utilize Novell’s GroupWise (version 6) groupware application. The UNIX servers provide special application services such as computer modeling, DHCP/DNS and firewall services. Most of the Agency’s ORACLE and Microsoft SQL Server database applications reside on the Windows servers. The ORACLE production server is a Compaq Model ML570 with 2 processors, 2 GB RAM and 145 GB disk storage. Current applications assigned use 25 GB of disk space for 121 server based licensed clients. The ORACLE development server has the same characteristics as the production server but is licensed for only 50 named users.

The Internet access is facilitated via a dedicated T-1 with Intermedia Communication providing ISP services. MDE’s Internet presence consists of three locally hosted, publicly available servers: an HTTP access server, an FTP server and a Web-based applications server.  These servers reside in the “DMZ” between MDE’s public and private network with access controlled by a UNIX-based firewall (Checkpoint). MDE uses network address translation incorporated into the firewall to prevent “advertising” MDE’s IP addresses.

MDE is in the early stages of implementing WAN connectivity for its field offices.  At this time, two field offices (Annapolis Legislative Office and Annapolis Field Office) have connectivity with MDE HQ. The Legislative Office is located at 45 Calvert St. and interfaces directly to DBM’s network for connectivity back to MDE.  The Annapolis Field Office utilizes a 512 CIR Frame Relay to ATM Service Interconnect (FRASI) connection. MDE desires to fully utilize the services available via Net.Work.Maryland as they become available to connect the Agency’s remaining field offices.

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MDE’s SNA-based network consists of an IBM 3270 controller and approximately 32 workstations and printers with access to Annapolis Data Center (ADC) mainframe resources and access to Environmental Protection Agency's (EPA) mainframe resources located at Research Triangle Park, NC.  Connections to both of these agencies are via two separate 56K Frame relay links.  MDE is transitioning the EPA connection to an IP VPN Internet connection and will establish a more reliable IP connection to ADC so that SNA services are no longer required. Finally, MDE maintains an ISDN circuit for video conferencing with the Maryland Emergency Management Agency, and a 56K Frame Relay circuit to facilitate data sharing between the Vehicle Emission Inspection Program in ARMA and its VEIP Contractor.

3.2.2 State of Maryland Standards

The proposed COTS software and subsequent integration into MDE’s programs must comply with the State Information Technology Standards. These Standards consist of:

a) System Lifecycle Development Cycle (see Attachment I).

b) Information Technology Security policy Summary (see Attachment J).

c) State Internet/Intranet Standards (see Attachment M).

3.3 COTS System Support of General Business Functionality SpecificationsThe COTS software needs to support general functional specifications that are based on relational aspects deemed essential for the system’s support of MDE’s programs’ general business functions. The OFFEROR’s COTS software must be designed and be operational from the business operations perspective of an environmental regulatory agency.

3.3.1 Web/Database Interface

Maryland’s Electronic Government Initiative law became effective July 1, 2000. The law requires that Maryland State agencies provide information and services to the public over the Internet at the rate of 50% by the end of calendar year 2002, 65% by the end of 2003, and 80% by the end of 2004. To satisfy this mandate the COTS software must, to the greatest extent possible, provide the mechanisms, security and means for MDE’s business processes, environmental permitting, compliance, enforcement and reporting be provided via the Internet. The COTS software will support MDE’s commitment to the eGov Initiative by:

1. Allowing the general public and Regulated Entities access to certain information stored in the system.

2. Allowing Regulated Entities to submit permit, license or certification applications and to pay fees electronically.

3. Allowing Regulated Entities to submit environmental monitoring data electronically

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3.3.2 One Stop / Department-Wide Integration

The COTS software will have a common set of shared database tables to store information on the businesses, places and people that MDE regulates and interacts with. These MDE interests are further defined as either Locations or Regulated Entities. The COTS software must be able to:

1. Accommodate a Regulated Entity’s association with none, one or more Locations.

2. Accommodate Location association with none, one or more Regulated entities.

3. Retain and make available historical information for Regulated Entities and Locations.

4. Provide logs for transaction history for a given record.

5. Provide data management features that eliminate or greatly reduce the creation of duplicate records.

3.3.3 Regulated Entity

The COTS software must allow for the creation, editing and deletion of a single, unique set of records for Regulated Entities. Regulated Entities include but are not limited to, any facility, site, person or object that is subjected to environmental regulations, permit, registrations or other requirements administered and enforced by MDE. The COTS software must be able to:

1. Provide names (last, first, middle initial), addresses, phone numbers and other contact information for a Regulated Entity.

2. Provide a central repository of Regulated Entity information for all MDE programs.

3. Accommodate data relationships among Regulated Entities and MDE programs.

4. Track attributes about Regulated Entity relationships.

5. Track Regulated Entity’s specific affiliation with MDE program interests.

6. Maintain a single identifier for each Regulated Entity that allows Department-wide querying of all Locations related to the Regulated Entity.

3.3.4 Location

The COTS software will allow for the creation, editing, and deletion of a single set of records about Locations for Regulated Entities including geographic coordinates for a variety of coordinate systems, physical address, method of geographic data collection, and all attributes common to EPA’s facility identification system. Locations may include facility, sampling points, outfalls, and air emissions stack. The COTS software must be able to:

1. Accommodate multiple levels of detailed data needed to describe the Location of a Regulated Entity.

2. Accommodate data for the Locations of specific emission or discharge points within

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that Regulated Entity.

3. Maintain Location information data compatible with ESRI’s ArcSDE GIS database interface.

4. Accommodate a variety of coordinate systems.

5. Create, manage and maintain address information for correspondence.

3.3.5 Standard language library

The COTS software will utilize a Standard Language Library that contains consistent, repeatedly used language for use in permits, form letters and other generated documents. The Standard Language Library shall include: Federal and State Regulations, procedures, protocols, policies, legally required boilerplate language, numeric and narrative environmental standards and phrases commonly used in correspondence. The Standard Language Library must allow retrieval of standard language and placement into letters or reports, and may store numerical standards that are used for comparison with submitted monitoring data. The COTS software must be able to:

1. Maintain tables that contain consistent, repeatedly used language for use in permits, form letters and other generated documents.

2. Support the management of word processed documents.

3. Organize, secure and relate documents to a program interest.

4. Allow for regular, easy updating as changes are available.

5. Store documents generated by the software without the ability to be changed.

3.3.6 Workflow

The COTS Software will support the automation of traditional work management tasks. These tasks encompass the administrative handling and processing of customer service requests and tasks associated with activities that staff perform in their routine support of management and administrative business functions. The COTS software must be able to:

1. Track work activities within the MDE program and between MDE and the regulated community.

2. Track the status of permit applications, permit approvals, inspections, enforcement and corrective actions.

3. Track the review of documents (internally), deliverable due dates and other business processes.

4. Support the automation of traditional work management tasks.

5. Track, flag an action and coordinate reviews, for auto-notification and scheduling of staff.

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3.4 Proposed COTS Software Support of Business Functions Specifications

The following hypothetical scenarios illustrate the processes, interactions and specifications that MDE expects the proposed COTS software to support. Scenarios are utilized to establish the specifications that can be derived from a hypothetical activity. In this way, the OFFEROR can better interpret the relevance of the requirement as well possible and potential relationships with other specifications.

3.4.1 Permits and Applications

MDE accepts, and reviews a variety of submittals from the regulated community including: applications for permits, approvals, and licenses, requests for certifications, remediation plans and periodic environmental monitoring reports. The COTS software must assist MDE in establishing Department-wide standardization of the permit process, provide a mechanism to track various permit applications throughout the review process, maintain facility specific data and information generated by permit applications and approvals issued by the Department, and accommodate environmental reporting. MDE programs will use the system to develop and maintain standard formats for permits and certificates. The following scenario illustrates the permits and applications specifications the COTS software must satisfy:

ABC Company: Permits, Inbound Environment Reporting, and Compliance

Always Been Clean (ABC) Company wishes to begin operations at a new facility in Maryland. ABC’s operation will require various permits from MDE programs. ABC will need an air quality construction permit, and a Title V operating permit, and a groundwater discharge permit. The Department assesses fees for some but not all of these permits. The facility will have underground fuel storage tanks requiring registration. The underground storage tank must be installed by an MDE-certified tank installer. Finally, ABC will generate hazardous waste at its facility.

Jack F. Alltrades, a local entrepreneur, owns ABC Company, as well as a number of other businesses that are also regulated by various programs within the Department. He acts as an environmental consultant to others.

Department staff in each Administration must assist ABC Company in the preparation of the appropriate permit applications, the development of permits for management review, incorporation of comments by management and other stakeholder comments, staff issuance of the permits, collection of fees where applicable, and tracking of compliance with various permit conditions.

In order to meet the Department’s specifications, The COTS System must:

1) Accommodate the following processing steps of permit applications/forms:

Notify applicant of receipt of application.

Review application for administrative completeness.

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Determine permit fee/prepare invoice request/ accept permit fee.

Review application for technical specifications.

Assign and conduct the Administrative Procedures Act (APA) (public Notice, Public Hearing etc.) requirements, as applicable.

Approve/issue permit.

Renew/issue permit.

2) Create a single record for the Regulated Entity (e.g., ABC Company) that is unique.

3) Ensure duplicate entries for a single Regulated entity are not created for different Department programs.

4) Provide for data quality assurance and validate values of submitted data against requirements in each permit for:

data required to comply with the permit.

consistency of environmental monitoring and emissions data.

routine compliance information, including establishing a schedule for submittal for compliance status.

5) Provide process verification mechanisms for:

origin of the data.

data authentication.

staff review process for completeness and accuracy.

update of EEMS database.

6) Create permit application and other permit processing forms attachments and appendices using draft templates. (Template initial development, editing and implementation functions to be at MDE EEMS System Administration level.)

7) Prepare all permits consistent with federal and state requirements.

8) Automate the workflow of each permit writer to ensure that the many time-sensitive and required steps take place on schedule.

9) Track public hearings, court cases and decisions that result from APA public participation process.

10) Identify all applicable permits, licenses, certifications or qualifications as required.

11) Accommodate other agency data input necessary to process the permit and other permits concurrently.

12) Establish permit due date.

13) Record and track permit conditions.

14) Calculate permit limits using pre-established mathematical formulas used in approvals.

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15) Support setting a new deadline for submitting additional information, and starting the clock for issuing the permit based on the completeness of the application and the information required.

16) Calculate fees, issue invoices and track the collection of fees.

17) Assemble the permit, and relative documentation for issuance.

18) Provide for registration of regulated components (e.g., tanks, etc.)

19) Provide for certification of regulated individuals (e.g., tank installer, etc.).

20) Provide mechanisms and features that allow for the receipt of electronically submitted data into the database to:

generate permit applications.

generate compliance reports.

initiate service requests.

update facility information

21) Accommodate the transfer of monitoring data to federal databases.

22) Electronically transfer environmental data.

23) Provide verification mechanisms for:

origin of the data.

data authentication.

staff review process for completeness and accuracy.

update of EEMS database.

24) Validate values of submitted data against requirements in each permit for:

data required to comply with the permit.

consistency of environmental monitoring and emissions data.

routine compliance information, including establishing a schedule for submittal for compliance status.

25) Provide mechanisms to identify late submittals.

26) Provide mechanisms to identify submittals that demonstrate that emissions or discharges exceed limitations, and alert Department personnel.

27) Accommodate automatic approval of renewals based upon pre-defined parameters.

28) Provide a mechanism to identify and track any surety bonds relating to the permit required by law.

After the facility is in operation, there are many complaints by neighbors about the way that the operation is run. In order to meet the Department’s specifications, the COTS Software must:

29)Manage complaint records, track resolution and produce reports.

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The Department contemplates sending a team of inspectors to investigate the complaints. The software must maintain and provide data and information that will assist staff to:

30) Automatically assign priorities to inspections and other activities.

31) Schedule inspections and other activities.

32) Manage inspector-generated compliance data.

33) Report inspection results to the public and reporting entity.

34) Prioritize permit-required activities by the type of permit activity.

Following MDE staff’s inspection of ABC Company, numerous violations of permit conditions and applicable regulations are identified. The software must support staff in addressing violations and obtaining management approval for appropriate enforcement action by:

35) Create inspection report for all permits issued to Regulated Entity. Create inspection reports and other inspection related forms using draft templates. Template development, editing and implementation functions to be at MDE EEMS System Administration level.

36) Track inspection report delivery to the permittee.

37) Track and prioritize inspector required action dates.

38) Accommodate document management for case preparation and review.

39) Create enforcement documents i.e. Notices of Violation, compliance Orders, Stop Work Orders, etc. using draft templates Template initial development, editing and implementation functions to be at EEMS System Administration level..

40) Prepare administrative information for civil action against a Regulated Entity.

41) Track enforcement status and progress toward compliance.

42) Assess results of enforcement process for an entire agency program, or a Regulated Entity.

43) Establish and track key milestone dates if there is a compliance plan to correct non-compliance.

44) Provide a mechanism to share appropriate violation information with the public.

45) Identify other Regulated Entities that Jack Alltrades has an interest (e.g. owner, operator, etc.)

3.4.2 Compliance/Enforcement/Corrective Action

MDE performs inspections and other activities to ensure that a Regulated entity is operating in compliance with applicable regulations, permits, and other requirements. Enforcement actions are initiated for violations of law, regulations, permits, or consent orders. Actions are required to correct violations and resulting environmental harm. The COTS software must assist MDE in determining compliance, conducting inspections, issuing enforcement documents, and verifying that corrective actions are taken. The COTS software must provide Department staff with

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current information about the compliance and enforcement status of a Regulated entity as illustrated by the following hypothetical scenario.

Septic System Failure: Compliance & Enforcement, Multi-Media Inspections

Keith Mottem from the MDE Prince Frederick office is advised by a concerned citizen that a neighboring septic system is overflowing and raw sewage is entering a ditch that is a tributary to the Potomac River. The citizen also states that there is what appears to be a car repair or car parts business operating at the same location. The citizen is only able to provide MDE with a description on how to get to the facility. He does not know who owns the property or who is operating the car repair business. Prior to heading off to the site, Keith must identify the facility, if possible, and whether the facility has any active permits or is subject to regulation by MDE in any way. In addition, he must obtain all available information on the site that may provide some insight into what permits, regulations or other requirements might apply to it. Specifications:

The COTS system must support the field office and other MDE personnel to:

1. Accommodate the various steps involved in the enforcement process:

Site inspection-record findings and observations.

Site record review.

Track significant findings and observations (deemed significant) -

o Follow-up compliance assistance.

o Enforcement options.

o Enforcement action.

Track significant findings and observations (deemed not significant)-

o Follow-up Compliance Assistance.

2. Search the database by location to identify a facility.

3. Determine what affiliations the site has with the Department.

4. Determine whom to contact within the Department prior to inspecting the facility.

5. Access all information on any existing permits for the facility.

6. Prepare a pre-inspection checklist for a multimedia (Air, Water, Waste) inspection.

7. Locate and reserve equipment needed for use in inspections.

8. Schedule inspections/samples to be acquired by each inspector.

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9. Recording, tracking and producing documents in response to Public Information Act requests including:

Fees.

Penalties.

Status.

Keith goes out to the facility. After inspecting the site and confirming that an unauthorized discharge of raw sewage is occurring and is reaching the river, Keith also determines that there are underground oil storage tanks on the property which are subject to regulation. Keith enters his observations and notes into a field PC notebook and leaves the site. Upon return to the office, Keith calls the Ground Water Program and the Underground Storage Tank Program to report his findings.

The COTS System must meet the Department’s specifications by:

10. Manage results from inspections.

11. Accommodate the use of remote computing devices to capture and upload inspection data to the proposed COTS system.

12. Make inspection reports available to all programs.

13. Determine suggested compliance status with applicable permits, laws and regulations based on findings of the inspection.

14. Track locations of unauthorized discharges.

15. Maintain appropriate inspection information for release to the permitee, violator or public.

16. Record, track and produce administrative reports on enforcement cases including:

Enforcement case assignment.

Enforcement case tracking.

Enforcement case history and resolution.

17. Record, track and produce environmental reports on:

Enforcement actions.

Compliance assistance activities.

Pollution prevention activities (within Regulated Entities) – by specific activity and/or industrial processes/equipment.

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18. Record, track and produce reports for inspectors on routine inspection and monitoring activities, including:

Generate inspection/sampling schedules based on program criteria.

Schedule of inspections/sampling for each site/facility.

Describe the history of site/facility inspections/sampling by date and results.

Track the duration of the inspections/sample collection time.

19) Create Notices of Violation, site Complaints and other enforcement documents and forms using draft templates. Template initial development, editing and implementation functions to be at MDE EEMS System Administration level.

3.4.3 Remediation and Corrective Action

MDE personnel both engage in and oversee environmental remediations related to oil, hazardous waste and emergency spill and response activities. They further monitor corrective action undertaken by Regulated Entities to cure violations of applicable regulations, permits and orders. The following scenario illustrates the manner in which the COTS system must address these specifications.

Underground Storage Tank Leak: Environmental Corrective Action, Environmental Measurements, Collections, and Disbursements.

A gasoline leak is reported from a service station in a high-density industrial area of Hagerstown. The MDE inspector is in MDE’s Hagerstown Regional Office and is MDE's primary contact for this facility as well as 80 other service stations and other facilities with underground oil storage tanks. Following emergency response activities the inspector deems it necessary to perform a site inspection for a remediation assessment.

Specifications:

The inspector must use the COTS software to:

1. Record a notification from responsible party or public.

2. Review existing relevant data for the area surrounding the leak, consider MDE data and other agencies

3. Review Regulated Entity details including inspection results, registered equipment.

4. Identify the site - search database for potentially threatened private and public water supplies near the site.

5. Review the ownership and compliance history of Regulated Entity.

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6. Review environmental measurement data sources, such as field notes, reports, and tele-conference.

7. Review incoming reports of environmental measurement data that has been entered into the software by a 3rd party and then transferring that data to the database.

8. Transfer electronic data from field computer equipment and other databases.

9. Track relative site priorities according to risk.

10. Generate printable, current site summaries on demand based on prescribed fields.

The MDE inspector is out of the office in the field. A couple from the community applies for a loan from the bank to buy the restaurant in the neighborhood of the leaking station. The bank needs quickly to understand the nature and extent of any existing environmental problems in the area that could affect the restaurant.

11. The COTS software must assist the citizen (e.g. bank) in obtaining the relevant information.

MDE needs to track the use of monies in a State oil spill cleanup fund. The funds may be used to pay professional services contractors performing remedial activities on various contaminated sites. The COTS software will be used to:

12. Provide information to reconcile technical and financial audits of invoices.

13. Track multi-year contracts.

14. Track annual budget for a cleanup.

15. Minimize data entry errors.

16. Prevent audit exceptions.

17. Track payment status.

18. Generate funding activity reports.

MDE collects fees in conjunction with a dozen or so different kinds of permit, licensing, and other approval process. In this regard, the COTS software will be used to:

19. Generate batch or single requests for invoices.(Interface with Maryland FMIS System for creation of invoice)

20. Track invoice and payment history information by legal entity, Regulated Entity, and program.

21. Make invoice and payment information available on the Internet. Using accepted industry practices for authenticated access to sensitive information (such as

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Usercode/Password, NT authentication model). Note-transmission of data outside of MDE’s protected network will be encrypted to a minimum of SSL 128 bit encryption.

3.4.4 Personnel

MDE maintains a directory on its employees with pertinent information that is available to MDE management. The COTS system must be capable of maintaining “Yellow Pages”, including the name, duties, work location, phone, email, and mailing address for each employee. The following scenario illustrates the nature of these.

Scope Scenario: Personnel Performance Measures

George White hires a Deputy, Sam R. Manager, whose primary responsibility is to track the performance and productivity of the individuals employed by the Department. He must collect and analyze performance metrics on inspectors, permit writers and managers throughout the agency. Sam’s mission is to reward top performers as well as identify individuals and programs that need additional training. The Deputy must be able to use the COTS system to:

1. Query permit activity information for available statistics so that Sam can award prime parking spaces to the quarter's most productive permit writers.

2. Query program specific metrics for statistics that are tracked which might identify bottlenecks or opportunities to streamline processes.

3. Identify programmatic areas for managers where there may be opportunities for improvement in the performance of tasks.

3.4.5 Managing Environmental Performance Data

The proposed COTS software will be utilized to maintain analytical data and other measurements collected by, or submitted to, MDE. This system must be able to keep track of dates that monitoring data and reports are due, store the environmental performance data, and make the data available to staff for manipulation, review and reporting to internal and external customers. The following scenario illustrates the nature of these specifications.

Personnel: State of the Environment Report, Performance Measures

George Miller has just been appointed as Assistant Secretary of MDE. His responsibilities are to oversee all divisions managing environmental permitting, compliance, enforcement, and surveillance to improve the way the Department does business. White comes to the Department with a “get it done right, graph it, prove it” reputation. The Administration directors have informed him that there is a shortage of staff to complete the work required by the Department. The Department has had little success in past years receiving funds from the legislature for

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additional staff. Miller thinks that this is because the Department has not been successful at demonstrating performance, both in terms of the productivity of the Department measured against activities, as well in terms of the environmental outcomes as a result of the Department’s efforts. Miller must gather statistics that demonstrate the Department's achievements and shortcomings in both activities and outcomes. He will use this information at the next legislative session as required in Maryland's performance based budgeting process. His emphasis will be on performance by each program based on individual staff productivity (this will help determine the number of FTEs required to complete a given amount of work) and also the improvements in environmental quality by providing surveillance data through time.

Prior to going to the legislature, White plans to compile a report entitled "The State of Maryland's Environment." He will distribute it to all citizens and businesses that have expressed interest in MDE's activities and performance for the past four years. His intention is to provide this information to the public so as to garner support toward the goal of providing the Department with needed funding. In addition to the funding issues, White will be reviewing performance data to identify the inefficient processes in each Administration/Program so that internal improvements can be made. The COTS system will be used to:

1. Document the Programs’ business process activities.

2. Compile information to document environmental outcomes.

3. Compile and prepare for distribution a State of the Maryland Environment Report to be shared with legislators and the public.

4. Assemble information on any and all Regulated Entities where any standard for any contaminant has been exceeded.

5. Provide a mechanism to assist Sam in the collection of program specific metrics.

6. Provide a mechanism to assist Sam in the analysis of program specific metrics.

7. Compile information on the time that it takes to complete tasks related to:

permitting.

compliance.

enforcement.

surveillance.

8. Compile monitoring data for a report on environmental quality.

9. Provide features to accommodate electronic distribution of information.

3.4.6 Managing Environmental Monitoring Data

The COTS system must accommodate and be able to interact with 3rd party information data systems having analytical data and other measurements collected by or submitted to MDE. The proposed COTS system solution must be able to keep track of due dates for monitoring data and reports, store the environmental measurement data, and make the data available to staff for manipulation, review and reporting to internal and external agencies. The COTS system will be used to:

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1. Provide mechanisms for documenting contextual data and metadata.

2. Provide a mechanism to manage information for multiple projects, interests, data sources.

3. Accommodate storage and access to multi-environmental media data (air, water, waste)

4. Accommodate a range of standards for data collections.

5. Accommodate configurable parameters for data collections.

6. Accommodate site/facility integration to sampling data as it relates to sample points/sample site (Regulated Entity) and sample areas needed to link back to multiple Regulated Entities.

3.5 Proposed COTS Software Support of Technical RequirementsThe COTS system must support various technical functions as it provides the business functionality. These technical functions address interfaces/navigation, security, web environment, and architectural specifications.

3.5.1 User Interfaces/System Navigation

The COTS System will be used primarily by MDE employees located within headquarters and its field offices. Employees that will use the system include--data analysts, engineers, technician and those who manage day-to-day operations. In addition, both MDE employees and non-MDE employees will need to submit and query data interactively with EEMS. The COTS system must meet the user interface specifications to:

1. Provide Graphical User Interface (GUI)- The system shall feature a graphical user interface as the primary method for user interaction, including, but not limited to, such graphical components as windows and frames, panels and panes, dialog boxes, menus and toolbars, buttons, sliders, text components, tables, lists, pick lists, and trees.

2. Provide Platform-Independent GUI for external (web-based) client access with respect to its appearance and operation.

3. Provide Uniform “Look and Feel” such that the GUI presents all interactive users (including the MDE staff and their external users) with the same uniform graphical format, layout, and style (i.e., "look and feel") across all system components, but not necessarily identical content.

4. Support Role-Based User Access by adjusting the features and content of the GUI supplied to any particular user (or class of users) so that it is consistent with the level of supervisory authority, and/or security permissions assigned to the user's defined profile (i.e., by "graying out" restricted functions, hiding irrelevant, unnecessary, or restricted information).

5. Provide screen navigation in forward or backward directions.

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6. Support in-process editing of data without restart such that any corrections or changes to any data field on an in-process transaction can be made at any point, without having to “backout” through already completed screens (i.e., without having to essentially void the in-progress transaction and start all over again to make a change).

7. Provide toolbar buttons for common menu commands.

8. Provide field pick list for standardized coded lists such that a user will not have to remember the list of possible codes for a field, and will not have to memorize the meaning of each code.

9. Provide text form filling capabilities in possible entries (from a predefined list of words or terms) to text fields based on the first few characters typed in, in order to minimize the time required to enter common or frequently used words or phrases.

10. Provide comprehensive keyboard shortcuts for all GUI menu commands.

11. Support Interactive Field-Level Edits such that the GUI is compatible with the operation of interactive field-level edits of applicable data fields as the data is entered.

12. Preserve screen data as a user navigates around the system, such that it can be reused during the session to avoid the unnecessary re-entry of information. The system shall track sessions via the database rather than cookies, whenever possible, for external client interfaces.

13. Provide On-Line help screens for users, per user requests.

14. Provide user help information via context-Sensitive “pop-up” boxes.

15. Display error messages on-screen in a format that is compatible and consistent with the overall GUI design.

16. Provide an on-screen status or indication indicating the progress of the transaction or other activity being performed. (i.e. the permit application is waiting further information from the applicant).

17. Provide what-you-see-is-what-you-get (WYSIWYG ) format for on-screen reports such that a user can generate a printed copy directly from the on-screen version.

18. Interface with interactive voice response (IVR) products, components.

19. Provide COTS system functions executable from a keyboard where the function itself or the results of performing a function can be discerned textually when software is designed to run on a system that has a keyboard.

20. Applications shall not disrupt or disable activated features of other products that are identified as accessibility features, where those features are developed and documented according to industry standards. Applications also shall not disrupt or disable activated features or any operating system that are identified as accessibility features where the application programming interface for those accessibility features has been documented by the manufacturer of the operating system and is available to the COTS system developer.

21. Provide a well-defined on-screen indication of the current focus that moves among interactive interface elements as the input focus changes. The focus shall be

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programmatically exposed so that assistive technology can track and focus changes.

22. Provide sufficient information about a user interface element including the identity, operation and state of the element and be available to assistive technology. When an image represents a program element, the information conveyed by the image must also be available in text.

23. Provide bitmap images when they are used to identify controls, status indicators, or other programmatic elements. The meaning assigned to those images shall be consistent throughout an application’s performance.

24. Provide textual information through operating system functions for displaying text. The minimum information that shall be made available is text content, text input caret location, and text attributes.

25. Application shall not override user selected contrast and color selections and other individual display attributes.

26. Provide information displayable in at least one non-animated presentation mode at the option of the user when animation is displayed.

27. Color-coding shall not be used as the only means of conveying information, indicating an action, prompting a response, or distinguishing a visual element.

28. Provide a variety of color selections capable of producing a range of contrast levels when the COTS software permits a user to adjust and contract the settings.

29. Software shall not use flashing or blinking text, objects, or other elements having a flash or blink frequency greater that 4 Hz and lower than 55 Hz.

30. When electronic forms are used, the form shall allow people using assisted technology to access the information, field elements, and functionality required for completion and submission of the form, including all directions and cues.

3.5.2 External Database System Interfaces

The COTS system will need to support the electronic exchange of data with external database systems. Data exchange will be accommodated by dynamic interfaces where data elements are transferred and by static interfaces with data packaged in flexible formats and batched for transfer. The systems being interfaced may be mainframe, and/or client server based. The COTS system must be able to:

1. Exchange data in templated data records that are in a structure-based batch file either for import into itself or exported to another system. e.g. Maryland’s Financial Information Management System-FMIS that is mainframe, DB2 based; client-server ORACLE applications, standalone.

2. Exchange data interactively with another system external to EEMS, e.g., EPA’s Central Data Exchange-(CDX) and current air, waste, and water systems (PCS) and STORET.

3. Export data into spreadsheets or databases that can be accessed by other software for

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analysis e.g., Statistical Analysis System (SAS). MS Access

4. Be capable of exchange data via Internet through:

Web-based textual and graphic presentation information via Hypertext Transfer Protocol (HTTP) and Secure HTTP (HTTPS)

Computer interpretable data via the Extensible Markup Language (XML) Computer interpretable data via Simple Object Access Protocol (SOAP) TCP/IP

3.5.3 Hardware, Software, and Communications Interface Specifications

The COTS System will need to interface with a variety of hardware, software, and communications exchanges. The COTS system must meet the user interface specifications to:

1. Accept input from hardware input devices other then the traditional keyboard and mouse, including.

devices that capture bar-coded data, including (but not limited to) ANSI – compliant 2-D and 2-D Hi-Density PDF417 symbology bar codes)

devices that scan and capture images of physical document

touch sensitive screens.

2. Support data replications from mobile computing devices e.g., laptops, PDA, Pocket PCs.

3. Exchange data via standard facsimile (FAX) transmission protocols.

4. Support interfaces to a separate reporting database, such as a data warehouse.

5. Support the interconnectivity established with other software products and systems. The system must be able to retrieve data in a variety of formats that are compatible with other software and systems.

6. Support fee payment via the Internet.

7. Support EPA’s proposed regulatory requirements for electronic reporting and record keeping.

3.5.4 Web-based Intranet and Internet Information and Applications Specifications

The COTS system must integrate with the following software currently being used at MDE to support web applications.

Web Server: Microsoft IIS 5.0Operating System: Windows 2000 Advanced Server (Service Pack 2)

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Database: SQL Server 7.0, SQL Server 2000, Microsoft Access 98, 2000Languages: HTML, ASP, JavaScript, vbScriptBrowser: Microsoft Internet Explorer 5.0

The COTS system must be integrated with a minimum screen resolution of 800x600. The screens will have a consistent look and feel, and be developed in accordance with Section 508 accessibility standards. The Federal Section 508 Access Board’s Guidelines for web-accessibility, require at a minimum:

1. Provide a text equivalent for every non-text element, including both images and animated objects.

2. Equivalent alternatives for any multimedia presentation to be synchronized with the presentation.

3. Design of web pages so that all information conveyed with color is also available without color, for example from context or markup.

4. Organization of documents so they are readable without requiring an associated style sheet.

5. Provision of redundant text links for each active region of a server-side image map.

6. Provision of client-side image maps instead of server-side image maps, except where the regions cannot be defined with an available geometric shape.

7. Identification of row and column headers for data tables.

8. Use of markup to associate data cells and header cells for data tables that have two or more logical levels of row or column headers.

9. Titling frames with text that facilitates frame identification and navigation.

10. Design of pages to avoid causing the screen to flicker with a frequency greater than 2Hz and lower than 55 Hz.

11. Provision of text-only page, with equivalent information or functionality, to make a Web site comply with the provisions of this part, when compliance cannot be accomplished in any other way. The content of the text-only page shall be updated whenever the primary page changes.

12. Identification of the information provided by the script with functional text that can be read by assistive technology when pages utilize scripting languages to display content, or to create interface elements.

13. Where a Web page requires that an applet, plug-in or other application be present on the client system to interpret page content, provide a link to the required plug-in or applet.

14. Provision for people using assistive technology to access the information, field elements, and functionality required for completion and submission of electronic forms designed to be completed on line, including all directions and cures.

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15. A method that permits users to skip repetitive navigation links.

16. When a timed response is required, a mechanism to alert and give the user sufficient time to indicate more time is required.

3.5.5 COTS System Support of Architectural Specifications

The COTS software shall, at a minimum, conform to the following architectural specifications. If there is a compelling justification for a change in the system architecture, the OFFEROR shall formally provide that information to MDE as part of the Technical Proposal . The COTS software must satisfy or accommodate the architectural specifications to:

1. Use a COTS relational database management system, (RDBMS) as the “engine” for the proposed COTS software. The Department’s primary production relational database management system standard is ORACLE Release 8i. (Favorable preference will be given for compatible ORACLE based COTS software.)

2. Provide database login and restart capabilities.

3. Accommodate customization of software by MDE technical staff.

4. Be designed as a client-server or web-based server system with server operating system options being NT. (Favorable preference will be given to web-based server system)

5. Support client operating system options which includes Microsoft Windows 9x, 2x, XP, and NT 3.51+. Based on the project implementation schedule the Department is transitioning to XP.

6. Provide automated logoff capabilities for work stations.

7. Support IP addressing for the network.

8. Make effective use of bandwidth to remote field offices.

9. Include system management tools for problem isolation, initial diagnostics, configuration, and user management.

10. Use an open architecture.

11. Support up to 600 concurrent users.

12. Support printing needs using laser, dot matrix, and ink jet printers in a networked environment.

13. Support printer spooling capabilities for online users.

14. Allow changes to be made to business functions and data (e.g., values, ranking, ordering) via database manipulation or via modifications to stored procedures, rather

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than having to modify software, for ease of maintainability.

15. Identify other proprietary software components utilized by the COTS software.

3.5.6 COTS Software Support of Access Specifications

The COTS software shall at a minimum conform to the following access specifications. The COTS software must be able to:

1. Provide all authorized MDE personnel the ability to process any Program-related service and any customer service request from any MDE-authorized system node.

2. Provide interactive access to authorized Program staff for purposes of processing service requests on behalf of "In-Person" customers.

3. Provide interactive access via the Internet to public users for purposes of conducting self-service transactions from remote locations.

4. Provide interactive access via the Internet to authorized MDE Agents and other third parties (including Training Providers, Testing Providers, Laboratories, Inspection and Abatement Service Providers, Financial Institutions, or some other data entry group (external stakeholders) for purposes of conducting specified MDE Program-related transactions on behalf of customers.

5. Allow certain types of customers to access the system by submitting service applications and/or other processing requests via alternative, non-real-time service delivery mechanisms.

6. Allow users to conduct selected service transactions, at the discretion of the MDE, via the exchange of traditional, paper-based mail messages (U.S. Mail).

7. Notify the user of any external databases that are inactive, inoperable or unreachable when accessing them or performing a query.

3.5.7 COTS Software Support for Data Entry and Validation Specifications

The COTS software shall, at a minimum, conform to the following data entry and validation specifications. Customer Service requests may be bundled to form a single customer transaction during a “visit” to MDE (supported service delivery mechanisms--either in-person, via Internet-web-based interfaces, or via non-interactive means like U.S. Mail, faxes). The COTS software should meet data entry and validation specifications to:

1. Adhere to standards outlined in the EPA’s Facility Identification Template for States-Version 2, (FITS II) data standards manual. Reference- http://www.epa.gov/edsc/approved_data_standards.htm Facility Identification

2. Accept service requests such as applications and renewals via all MDE-supported

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service delivery mechanisms.

3. Provide Self-Service Internet users with a web page listing all available Program services with links allowing users to request the forms required to initiate any service.

4. Allow MDE Program Staff and other authorized agents to be able to enter data via formatted screens; web interfaces that automatically check the information contained in the service request record being entered into the COTS software on an element-by-element basis, against MDE-defined system edits and specific business rules governing each service request type.

5. Identify and designate for correction or other resolution data entry errors and incomplete or invalid transaction requests.

6. Validate address information following acceptable address standards by adhering to standards and format recommended by the U.S. Post Office including street number, street name, street type (abbreviated), apartment number, city, state, and zip code.

7. Allow interactive users to enter a minimum amount of key customer request information at the beginning of a transaction, and prompt for additional information on an as-needed basis.

8. Require all interactive users performing manual data entry, when entering distinct data identified by the MDE as critical data elements (such as passwords, property identification numbers, owner identification numbers, etc.) to enter the data twice, with both entries being automatically cross-checked and compared for accuracy.

9. Automatically verify, according to MDE-specifications governing each transaction type, that each submitted service request contains the correct list of documents (including any forms, special documentation, and trailing documents) and other information necessary to support the approval and processing of the request.

10. Automatically reject any service requests including submissions over the Internet that supply an insufficient amount of key customer identifying information to the extent that proper customer identity cannot be established, as determined by MDE business rules, established policy, or Maryland law.

11. Accommodate the capturing of incomplete document submissions over the Internet that supply a sufficient amount of key customer identifying information as determined by MDE business rules, established policy, or Maryland law.

12. Not accept interactive web-form submissions that supply an insufficient amount of key customer identifying information to the extent that proper customer identity cannot be established, as determined by MDE business rules, established policy, or Maryland law.

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13. Identify information that would block or prevent further processing of transactions

14. Automatically designate for Special Handling any service request for which one or more flags have been identified that would affect or block the processing of the request.

15. Allow a search to determine whether the customer named in a service request is or is not already on file as an MDE customer.

16. Allow creation of a new Customer Account for those individuals who have submitted a service request with valid customer information, but for whom no matching customer record can be found in the system’s base.

17. Assign a unique and permanent Customer Number to each customer account that is created.

18. Permit maintenance of a link to any Owner Identification numbers that may have been assigned to private or business accounts.

19. Assign customer identification numbers that have a sufficient number of characters to accommodate expected future growth of the customer base, recognizing the fact that such numbers will be issued permanently to Regulated Entities.

20. Allow the assignment of more than one address to a customer account, in addition to the customer's legal address, such as postal address, point of contact address, site address, mailing address.

21. Allow first-time MDE customers to access the system and obtain an MDE Customer Number.

22. Access the customer account of any individual submitting a service request who is determined not to be a first-time MDE customer (i.e., a customer for which an existing account has been found, based on a definite match on the customer information supplied).

23. Allow for the tracking of mail-in items, including but not limited to, applications and renewals.

24. Retain all customer-related information identified in the course of accepting and capturing a service such that the data need not be entered more than once during a transaction.

25. Support the client-side printing by Internet users of any downloaded web-based form, such that the form could be received via an alternative delivery mechanism other than via the Web such as U.S. Mail, In-Person, or Fax).

26. Support EPA’s proposed regulatory requirements for electronic reporting and record

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keeping. (re proposed EPA Cross-Media Electronic Record Keeping and Reporting Act (CROMERRR). The citation for the Rule is: 66 Federal Registry, No. 170, 46,162 (2001) (to be codified at 40 CFR Pt. 3, 51, et. Al.) (proposed August 31, 2001).

3.6 COTS Software Support General System Specifications

The COTS software must have general system specifications to address performance metrics, security features, general administration and management features and reporting options for the system.

3.6.1 System Performance Metrics

The COTS software installed on MDE’s production and test database servers should be configured for optimal performance and the following performance measurements must be met or exceeded using server and database tools such as Windows 2000 Advance Server Performance Monitor tool:

1. The web application to be available to the users 99% of the time without any bottlenecks, except during State-approved scheduled outages. Bottlenecks include, but are not limited to, the ones defined below in #3-7.

2. The transactions processed during the peak usage (600 simultaneous users) should be 99% successful.

3. At least 10% of the available memory should be reserved for peak use (600 simultaneous users).

4. Database queries that should be <=4 seconds 95% of the time.

5. The number of pages per second that are paged out of memory to disk or paged into memory from disk (Pages/Sec Counter), not exceed 0 for extended lengths of time (10 minutes or more).

6. Processor Queue Length Counter, which should not be higher than 2 for extended lengths of time (10 minutes or more).

7. Buffer Cache Hit Ratio Counter, which should exceed 90%.

8. Response time for the static page download, should not be greater then 4 seconds.

9. Response time for Web Pages that access the database, should not be greater then 12 seconds, based on a typical bandwidth of 48 kbps at the user end.

10. Field-to-field response time should not be greater than 1 second.

11. System availability for electronic processing not less than 99.5% of the scheduled

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up-time, based on a defined access period of 24 hours per day, 7 days per week. Scheduled downtime for routine maintenance is not included in these standard specifications.

3.6.2 IT System Administration

Screens will be created to help the IT Administrators maintain the COTS software. System IT Administrators must have the ability to maintain on-line error messages, help instructions, field selections, mass deleting of records and other types of administrative responsibilities. The COTS software should meet IT administrative support specifications to:

1. Control the COTS software user authority to access reports. Reports are not deemed accurate until all of the appropriate data is entered. The program review staffs ensure that all appropriate data is entered before granting users authority in the process to generate reports and/ or documents.

2. Prevent unauthorized users from adding/updating/deleting data.

3. Add/update/delete Regulated Entity information within the COTS.

4. Add/update/delete records.

5. Edit or create on-line error messages.

6. Add/change/delete all status fields in COTS.

7. Add/update/delete the Help text.

8. Archive data and records.

3.6.3 Security

A Security Plan with documented procedures must be developed in Phase III in the first Task Order to identify management, operational, and technical controls. Management controls include security risk assessment, rules of behavior for different user types, and plans for security in the SLDC (see Attachment I). The operational controls consist of production, input/output controls, data integrity/validation, data purge process, and documentation. Technical controls involve identification and authentication, logical access, public access, and audit trails. The COTS software must meet the following system security features:

1. Adhere to prevailing policies and standards of the State of Maryland Information Technology Security Policy Summary (see Attachment J).

2. Employ a role-based security scheme to restrict user access based on the clearances and permissions defined within personalized role definitions of the MDE-defined user classes. The major MDE-user classes include, but are not necessarily limited to:

Public (default);

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Program Staff (Supervisors, Operators-analysts);

MDE Agents and Third-Party Providers (Inspectors, Contractors, Training Providers, Laboratories, and Financial Institutions)

3. Manage data access to the system by front-end applications. No direct access to the system by end users will be permitted.

4. Employ a "three strikes" rule for user log-in, where the user account is locked/suspended after the third unsuccessful log-on attempt.

5. Issue to the designated security officer and/or other MDE-designated administrators/supervisors a security alert whenever any user's account has been suspended or locked due to multiple unsuccessful log-in attempts.

6. Allow IT Administrators and/or designated MDE security officers the ability to restore the access privileges of any user that has been suspended or locked.

7. Recognize a user's authorization level according to the User ID/ Password combination entered and the security profile that is on file for the user, so that only users with the proper authority level are authorized to access certain systems and data and perform restricted transactions.

8. Provide IT Administrators the ability to grant default general public access with restricted access to a user if no other user security profile can be found.

9. Allow access on a transaction-by-transaction basis, depending on the security profiles defined for each service request or transaction type.

10. Provide capability to adjust the available and/or active features and options for a user based on the user’s security level. (as previously defined by a supervisor in the user's security profile).

11. Provide field-level and document-level security for all data under its control, such that any data in fields defined as secure (such as Owner or Social Security Numbers), or documents or reports containing such data, will not be released or otherwise made available to unauthorized entities, unless in redacted form.

12. Accommodate state and or federal privacy and confidentiality laws for the disclosure of confidential data, medical or information protected from disclosure.

13. Restrict preventing users to view, print, or save/download certain protected documents without proper authorization.

14. Provide designated users to have the ability to flag and restrict access to imaged documents which may temporarily or permanently supercede some or all existing

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user security profiles or classes of profiles.

15. Provide capability and/or restrict access to specific screens by using user ID and password combinations, as defined by authorized MDE system administrators.

16. Provide capability and/or restrict users from modifying historical information, unless accompanied by the entry of a recognized supervisory code.

17. Provide capability and/or restrict the access of to performance and productivity data and reports/queries.

18. Provide capability to restrict on-line and/or on-demand access to transaction data listed or compiled by user or date range (i.e., for auditing/management purposes) to supervisors only.

19. Provide capability and/or restrict user capabilities to perform standard database functions on a case-by-case basis.

20. Provide capability to restrict data Create, Read, Update, and/or Delete functions by user security profile (according to user ID and password).

21. Provide capability to configure network connections to external systems and clients outside of the MDE firewall to be controlled in accordance with prevailing State security standards.

22. Provide capability for the system administrator(s) to grant or deny information access to various system functions, screens and fields via user profiles.

23. Provide an audit trail containing user ID, data, time, and transaction code (e.g. adjustment, reversal, new entry) for any transaction performed in the system. These logfiles should be resequenced fresh every 24 hours.

24. Createf logon IDs with unique passwords for each user.

25. Provide user logon ID containing 40 maximum available spaces.

26. Not provide hard coded username/passwords in the application code.

27. Provide case sensitive passwords with a minimum of 8 characters. Passwords must automatically expire after an adjustable, predetermined system parameter.

28. Provide user capability to change their password once successfully logged into the COTS software.

29. Not permit usercode/passwords to be passed in plain text. They should be encrypted at the client PC (browser) and decrypted at the server.

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3.6.4 Configuration Management

The configuration section contains specifications to maintain the system’s integrity through controls, procedures, documentation, and other system features not addressed in previous sections. The configuration management process will include creating a structured process for making changes to application components, creating procedures for migrating those changes into the appropriate regions and setting up a process for timely notifications of environment changes. A Quality Plan must be created in the first Task Order for Phase III to address quality and configuration management to establish and maintain the integrity of the COTS software. The COTS software should meet configuration management specifications to:

1. Maintain version control of COTS software.

2. Support separate environments to validate system integrity through development, test, training and production.

3. Check “out” and “in” components for modification.

4. Provide timely notifications to IT System Administrators of environment changes.

5. Maintain system access for input, reference, report generation, etc. 24 hours per day, 7 days per week except for MDE approved scheduled maintenance down time.

6. The OFFEROR will complete a “design review” for each implementation Task Order of the proposed COTS software for acceptance by the MDE Project Manager and review by to be designated MDE subject matter experts with a goal of ensuring accurate system and enhancement functionality.

3.6.5 Disaster Recovery Management

For possible technological disruptions like computer crashes or network outages, Web server hacking, or facility events like fires, the Contractor shall propose fail over mechanisms and provide a Contractor-tested and MDE-approved Fail over and Recovery plan to ensure a 24 hours a day, seven days per week operation of the EEMS except for MDE approved scheduled maintenance down time. The Fail over and Recovery plan will detail in non-technical language backup procedures including scheduling and backup files verification, as well as identification and prioritization of mission-critical elements of EEMS. The Fail over and Recovery Plan must be able to recover the entire application and all of the system data and files up to what was entered the previous day within 24 hours.

The COTS system should meet technical specifications to:

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1. Provide disaster recovery and restart capabilities in order to minimize the loss of data and maximize system availability.

2. Provide recovery procedure that describes all data file rebuild processes from the backup copy and/or audit trail.

3.6.6 Miscellaneous Technical Specifications

The miscellaneous section contains specifications for error messages, help features, and other system features not addressed in previous sections for the COTS System.

The COTS system should meet miscellaneous technical specifications to:

1. Provide users with descriptive error messages in plain English and not provide a computer or database technical error message.

2. Contain a descriptive and user friendly Help Feature, which will include a field sensitive on-line help. For example-if the user is on a field and selects F1-Help, the system will display information about that particular field.

3. Contain context-sensitive links to enable an unassisted end user to resolve problems and use advanced features of the product.

4. Allow new fields to be added to the system’s screens easily and quickly. This will help MDE’s Technical Team to update EEMS in a timely manner to meet the needs of MDE Programs, MDE Management, Governor’s Office, and General Assembly.

5. Allow for a specific field to be defined as a required input field. The user cannot submit without this field being populated.

6. Provide an Agency glossary for reference via-on-line help.

3.6.7 Reporting

The reporting section identifies specifications for the output of data from the COTS system for internal and external purposes. Reports are anticipated to be either generated canned, pre-formatted reports or ad-hoc query type reports. Typical report categories are:

Workflow reports, which would include: Transaction Type; User Profile.

Operational reports, which would include, but not be limited to: Sign-on/sign-off logs; Exception reports;

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Reports on a monthly basis regarding downtime of the systems.

Statistical reports, which would include activities by: Permit type, class, application aging; Inspector, office, region, media system; Day of week, month, year; Time of day;

System Management reports, which would include: Authorization level changes; Exception conditions.

The COTS software should meet specifications to:

1. Provide a report module that produces a variety of standard, pre-formatted financial, operational, statistical, and management informational reports.

2. Generate ad hoc reports at the request of authorized personnel using the Query By Example methodology and easily add the report to the list of regularly generated reports.

3. Provide on-line remote access to reports.

4. Allow for the export of data into a variety of formats including spreadsheets and documents.

5. Provide a real-time response to print requests.

6. Provide reports on all information for active and inactive Regulated Entities.

7. Provide for batch submittal of report generation.

8. Generate reports on at least five levels by Regulated Entities, facility, permit type, location and statewide. These reports shall provide information on both a summary and a detail level.

9. Provide the capability of requesting any of reports based on user supplied range of data within a single or multiple data elements.

10. Accommodate reprinting a report upon request.

11. Allow report requests to be created regardless of access method (i.e. direct, web) assuming the security profile of the user issuing the request is suitable to allow such a request.

12. Be able to direct output to any printer in any remote location to which the EEMS system is authorized to print via WAN/LAN security.

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13. Provide for the export of data to a data file, which can be written to any directory accessible to users over the MDE network. This shall include ad hoc reports.

14. Provide for the export of data in fixed width ASCII text or tab delimited ASCII text files. Text files of the formatted report are not acceptable to meet this requirement.

3.7 Technical Support Services-COTS Software Implementation

The intent of the Technical Support Services Section is to expand on the Phased Project Methodology outlined in Section 3.2 with specifications needed to support the overall implementation of the COTS system. Once integrated into MDE’s production environment, the COTS software will be identified as the Enterprise Environmental Management System, EEMS.

The OFFEROR is required to have documented expertise in the areas of systems development, implementation and project management to develop and implement the COTS system. The OFFEROR is required to have the following experience and/or expertise:

a) Past successful experience with similar projects using the proposed software product that has proven to enhance the business productivity of other environmental regulatory agencies (e.g. Federal, State, County)

b) Environmental regulatory business process expertise to assess MDEs current business processes.

c) Development expertise to develop and customize unique add-on functionality to the core functionality of the proposed solution.

d) System and business design expertise to create a defined detailed requirements (System Implementation Detailed Design -SIDD) document to serve as the blueprint for the MDE integrated data management system-EEMS.

e) System and business design expertise to create interfaces with existing MDE applications.

f) System and business design expertise to integrate to 3rd party COTS software for user defined queries, standard production reporting, and 3rd party data storage.

g) Project management, financial, and implementation expertise to deploy the product and see the project through assessment, integration, testing, training, support/maintenance and enhancements.

h) Expertise and demonstrated experience with System Development Life Cycle methodology for similar projects (See Attachment I DBM-OIT Project Management Methodology-systems Lifecycle Development Cycle.

i) Documentation expertise to create project plan s, a detailed design document, reports, and training manuals.

j) Past successful experience to further enhance the proposed software product for changed core functionality to accommodate changes to environmental regulatory environment.

In general, the Master Contract will provide the procurement framework for the overall project.

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Multiple Task Orders will be generated for phased integration of MDE’s programs into the COTS system. For this phased integration approach, one or more Task Orders will be issued for the scope of work required. Each Task Order will have specific milestones and deliverables. Task Orders may be either fixed price or time and materials depending on the nature and scope of work to be accomplished. Following completion of Phase II, the Department will issue one or more Task Orders for integration of MDE programs into the COTS system. The selection, order and number of project programs will be determined by level of complexity and prioritization.

The phases of the project are defined in more detail in the following sections of this RFP.

3.7.1 Phase I-System Software Acquisition and Operational Model

In Phase I, the Contractor will provide the COTS Software for a FIXED PRICE. The OFFEROR will install, configure, debug and make the COTS software operational on the Department’s development server environment on a TIME AND MATERIALS BASIS with a NOT TO EXCEED CAP The COTS software product must then be certified operational for the Phase II assessment activity as a “working system model”. To establish the COTS as a “working system model” all data required for the system’s core functionality must be identified by the OFFEROR within 15 days of contract award for MDE to enter into the COTS system to verify its utility and assess and validate its functionality. A Baseline Systems Test will then be required to be performed at MDE to certify the operability of the COTS system as a “working system model” for Phase II. The COTS software is considered at this time to be a baselined working product, in a non-production mode with the necessary maintenance support and standard documentation provided by the Contractor to sustain its operability throughout Phase II of the contract.

As a part of Phase I, the Contractor shall

1) License the COTS system to MDE.

2) Develop and submit for approval a Project Management Plan to prepare the COTS software for the Phase II assessment.

3) Identify the data elements and interfaces necessary for the system’s core functionality to make the COTS system operational for the Phase II assessment.

4) Assist MDE staff in the loading of data elements necessary to make the COTS system operational for the Phase II assessment.

5) Perform a Baseline Systems Test to certify the COTS operability for the Phase II assessment.

6) Develop and submit for approval a project management plan for the Phase II assessment activities.

7) Develop and submit for approval the metrics to be used for the Phase II assessment activities.

8) Maintain the currency of the applications software by providing to MDE all future releases (versions) of the underlying COTS systems software at no additional cost to

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the Department.

3.7.2 Phase II-Analysis System Software Fit (functional and technical) Assessment

In Phase II the COTS Software proposed capabilities will be compared and assessed to the functional and technical operational requirements on the MDE programs to determine the degree of suitability for integration. The assessment shall be presented in a System Software Fit Report.

The Contractor will provide the system and business design expertise to analyze and assess the Department’s 1) media-based programs’ current business requirements and 2) technical architecture, on a TIME AND MATERIAL BASIS with a NOT TO EXCEED CAP. In the Technical Proposal submitted in response to this RFP, the OFFEROR will propose the methodology to complete Phase II that includes the following activities, milestones and deliverables:

1) Meetings between the Contractor and Departmental workgroups comprised of staff from the programs’ in facilitated sessions to familiarize MDE staff with the features and functions of the COTS software, to display and describe how the Contractor’s solution will support each MDE program. Additionally, the Contractor will assess requirements for user-defined queries and standard production reporting;

2) A thorough comparison of the Contractor’s COTS software capabilities and MDE’s operational requirements culminating in a characterization of MDE’s programs into three major divisions based on the degree of integration and customization required for the COTS software to meet program needs. Programs will be differentiated based on whether integration will require minor, significant or major levels of effort;

3) Implementing MDE programs according to the level of customization required and Department’s prioritization;

4) Providing a complete and comprehensive Systems Software Fit Report inclusive of all MDE requirements identified in the analyses and assessments;

5) Preparing and submitting for approval a FIXED COST estimate, level of effort and timeframe for the entire project, including all programs.

6) Pending review of the System Software Fit Report findings and recommendations, MDE Project Officer will notify the Contractor of any deficiencies and/or necessary corrections. Any required adjustments to the project shall be incorporated into the final Phase II System Software Fit Report prior to approval of any workplan for Phase III,

7) Determining if modifications to MDE’s infrastructure are required to achieve required production performance or to greatly enhance performance. The Contractor shall analyze all of the reasonable technical alternatives that may exist in the technical assessment. This may include but is not limited to the following:

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Hardware requirements – licensing.

Software requirements.

Additional services.

8) Assessing and analyzing all data management needs, existing support systems, access and business processes. This assessment shall ensure that any technical issues related to the proposed COTS software deployment for production are identified and resolved in a timely manner in order to achieve optimal performance of the integrated data management system.

9) Working in conjunction with MDE’s Project Management Team in assembling and coordinating Departmental workgroups during the assessment.

3.7.3 Phase III - System Integration

In Phase III, the Contractor will provide the required design, security, development, configuration, test and training for the integration of the media programs into the COTS software. Implementation efforts will be provided to convert and migrate existing media program data, train MDE staff, and document the system-functionally and operationally. The MDE Project Manager, in conjunction with the Contractor’s Project Manager, will identify the scope of work for COTS software integration utilizing the System Software Fit Report developed in Phase II, current business drivers, and resource availability.. For each distinct integration effort MDE will prepare and issue a Task Order for the Contractor to develop a refined project plan to be completed on a TIME AND MATERIALS BASIS with a NOT TO EXCEED CAP. The project plan will propose a fixed cost and schedule for successfully implementing that integration effort. After written approval of the project plan a Task Order will be prepared and issued by MDE for a FIXED COST to accomplish Phase III –A, B, C, D, E, F, and Phase IV Warranty. This process will be repeated for each successive Phase III Task Order throughout the contract period for subsequent integration efforts.

3.7.3.1 Phase III-A-System Implementation Detailed Design (SIDD)

The Contractor shall develop the System Implementation Detailed Design (SIDD) corresponding to the scope of work described in each Task Order. MDE prefers that the development of the SIDD be a cooperative and iterative process. MDE shall identify and assign key program personnel to answer technical questions and determine the features of core business processes with the Contractor.

The SIDD shall encompass all elements of the systems structure including, but not limited to:

a) Data flow diagram.b) Data migration from existing MDE systems.c) Screen shots of proposed production application.

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d) Data dictionary and file structures.e) Functional requirements to be added or modified.f) Key internal and external interfacing.g) Edits and controls.h) System processing requirements.i) Administrative and maintenance requirements.j) Security features and functions. k) Help screen and content requirements.l) Recommended additions or modifications to MDE architecture. m) Additional technical and business performance metrics.n) n)Impacts to previously delivered components.o) Reporting requirements.

If, in the opinion of the Contractor, there are inconsistencies or inappropriate hardware or software components within the MDE architecture that were not identified earlier in Phase II, these shall be identified within the SIDD and the Contractor shall present a cost-benefit analysis to support each recommended alternative.

3.7.3.2 Phase III-B – Modification, Development, Configuration, Integration and Test

The Contractor shall develop necessary enhancements and modifications to integrate MDE programs and then perform tests with the most current version of the COTS software based on the specifications in the SIDD. Phase III-B shall include the development, submission for approval of a refined Implementation, Conversion, Cutover plan to insure effective migration of appropriate existing MDE data with a minimum of interruption to production while moving from any old system to the new one. The cutover between existing systems and the COTS software is limited to data migration only and not for parallel operations.

The Contractor will develop a test plan with test cases, test data, and expected test results for the following specific tests:

System Test – a comprehensive test of all system functions. Integration Test – a test of all interfaces between the system and other systems. Performance Stress Test – a test that simulates system performance at peak

utilization, that is, maximum number of concurrent users and transactions. User Acceptance Test – a test that demonstrates to MDE that the system and its

interfaces are ready for production use. Regression Test – complete retesting of the COTS system once modified to include

the entire collection of base software and any and all modules, modifications, functionality, etc.

After written approval and acceptance of the test plan by the MDE Project Manager, the Contractor shall conduct an orientation for all test plans. The Contractor shall guide MDE

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technical staff in preparing the technical testing environment. Once the testing environment is in place, the Contractor shall install the software in MDE's testing environment and guide MDE technical staff in tuning the testing environment for optimum performance of the product.

Throughout this phase the Contractor shall lead the MDE testing team in performing User Acceptance testing to ensure that the system functions according to specifications. The Contractor shall also rectify all non-conformity, material defect, or errors that are discovered through testing that prevent the proper execution of the product as defined in the SIDD specifications.

3.7.3.3 Phase III-C Data Conversion and Migration

The Contractor shall provide data cleansing, migration and conversion services for the data from within the existing MDE programs required to be sustained by the EEMS System.

3.7.3.4 Phase III-D Documentation

The Contractor shall develop and provide all systems documentation and operations manuals attributable to EEMS System. These deliverables shall be submitted in both electronic and printed textual form using software products acceptable to MDE and made available for all testing activities. They will become the sole property of MDE. The format and table of contents of the documentation and operational manuals shall be pre-approved by MDE.

The Contractor must develop and provide all support documentation for the proposed COTS system and future enhancements including:

System Administrator’s Guide.

Detailed Technical Architecture.

EEMS User Security Administration.

Failover and Recovery Plan.

User’s Guide for Media Program.

Training Manual for Users.

Agency Glossary for reference of terms and definitions.

Data Dictionary

In its Technical Proposal, the OFFEROR shall provide samples, and extracts of the above documentation.

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3.7.3.5 Phase III-E Implementation

The Contractor shall conduct the system roll-out for the Department. Prior to initiation of the actual system rollout, the Contractor shall develop a refined project plan and schedule governing all aspects of the rollout for advance review and approval by MDE. The plan must include recommendations for MDE staffing needed to manage, operate, and support the system.

The Contractor shall install the configured and integrated COTS system into the production environment, tune the system for MDE production environment, and perform the migration of MDE’s legacy data to the new system.

3.7.3.6 Phase III-F Training

Contractor shall develop a transition plan, a training plan, training materials and documentation and conduct a user and technical operations training program. Users shall be trained prior to integration of each program into EEMS. It is anticipated that training may include training State/MDE staff as trainers for the Department in a train-the-trainer role. Operational procedures and a training plan shall be developed by the Contractor to enable the technical, operational and professional users to become proficient in the operation and use of this system. Training will be conducted at MDE’s Training Room, which is currently equipped with 15 networked PCs - 166 MHZ processors, 6 GB Hard Drives, 64 MB RAM, Microsoft’s Windows 98 and Office 97. MDE presently employs a staff of over 1000 which are predominantly comprised of engineers and scientists. Approximately 850 employees are located at headquarters.

Specifications:In order to meet these specifications, the Contractor must:

1. provide a Transition Plan describing how the Contractor’s technical staff will transition the MDE technical staff into supporting the new system along with associated timeframes;

2. provide initial training of all MDE personnel and designated non-MDE personnel who will utilize or otherwise interface with the system, except the general public;

3. provide training to a group of State/MDE trainers who will assume post-conversion employee training responsibility;

4. provide training to MDE Help Desk personnel;

5. Develop training programs and provide detailed training materials and programs for various MDE system users, administrators and operators . These training programs may include manuals, videos, computer-based instruction, competency tests, etcbased on needs of the users. Training sessions shall be scheduled at times and locations acceptable to MDE.

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6. ensure that the training program is accessible by any authorized MDE user at any authorized terminal location throughout the State;

7. provide a detailed training plan with its proposal to include:

Method of training;Length of training (estimated number of hours for each type of employee);Scope of training;List of training materials and samples;Description of the training;Detailed outline-syllabus of each training session;Commitment to on-time delivery of manuals and updates thereto;Training staff to manage EEMS from an operational viewpoint;Training staff to manage EEMS from a technical viewpoint; andTraining staff to manage EEMS from a business function viewpoint;

8. conduct technical training and transition for MDE designated technical staff, as part of the overall training plan. The training must include system operation as well as an overview of the system architecture, system installation, and software problem diagnosis and resolution, etc;

9. provide each trainee with a screen-oriented training manual that contains all the procedures necessary for successful operation and interaction with the system; and

10. in consultation with MDE to establish an agreed-upon training schedule.

3.7.4 Phase IV- Warranty and Maintenance Support

The Contractor shall warrant all software deliverables and modifications to the EEMS System detailed in each Task Order following acceptance in accordance with “Acceptance Criteria” re Section 3.11 of this RFP , and provide maintenance support for software deliverables and the EEMS system as provided below in Sections 3.7.4.2 and 3.7.4.3. As used in this RFP, the terms:

EEMS means the Enterprise Environmental Management System that is the collection of COTS software and all associated data files, the underlying Relational Database Management System, and any and all modules, modifications, and functionality that has been delivered, integrated and accepted into MDE’s production environment.

COTS Software means the Commercial-Off-The-Shelf enterprise environmental database software product/application procured and implemented under this RFP to provide the business process support for MDE’s environmental regulatory programs. Once delivered and accepted by MDE for production use, the COTS software becomes the EEMS.

A new 90-day warranty period commences upon acceptance by MDE of each software deliverable, modification or change in functionality to the EEMS system. Upon expiration of that Warranty Period, the Maintenance Period will commence.

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3.7.4.1 Defects

As used in this RFP, the term “defect” means: a reproducible condition in a Software Deliverable that prevents the Software Deliverable from performing the functions described in its specifications such that the Software Deliverable:

a) does not operate or cannot be used in a production environment;b) produces incorrect results;c) causes the system to fail;d) causes one or more functions or commands to be inoperable;e) causes one or more functions to be significantly impeded, even though the system is

otherwise operable; orf) fails to meet mutually agreed to performance standards or specifications which

significantly impedes the MDE’s use of the system, and for which the Contractor cannot provide a workaround acceptable MDE.

3.7.4.2 Warranty Period

During Phases I and II and until the COTS software is accepted by MDE for production use in Phase III, the COTS Software shall be fully operational and supported by the Contractor. Throughout this period the Contractor shall warrant, without limitation, that the COTS Software is free of any and all defects and that the COTS Software will operate in accordance with approved design specifications and requirements.

A new 90-day warranty period will commence upon acceptance for production of each and every software deliverable for the EEMS system. During a Warranty Period, the Contractor warrants that the EEMS system will operate free of any defects and in accordance with approved design specifications and requirements. During a Warranty period the Contractor shall:

1) For any defect or other operational failure that occurs, provide a response within one hour of notification during normal business hours 7:00 A.M. – 5:00 P.M. Monday – Friday, and within two hours of notification during non business hours seven days a week.

2) Resolve any defect or failure within 4 hours after responding to MDE’s request for service. If the defect cannot be resolved within 4 hours, a detailed Resolution P plan will be provided indicating the activities necessary to resolve the problem and the anticipated time that the system/functionality will be available.

3) Provide an itemized price quote for any additional services or commodities necessary to correct defects or other failures prior to the commencement of activities. MDE will approve any such quote prior to the Contractor proceeding.

4) Plan test procedures that require exclusive system availability in advance and in accordance with MDE approved test procedures.

5) Provide telephone consultation and/or on-site services as needed to remediate any and

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all defects and failures.

6) Provide technical support for operational and troubleshooting activities consisting of:

Diagnosis and resolution of unavailable system services. Diagnosis and resolution of defects. New releases (versions) to the software. Software system modifications, updates and revisions. Functional problem resolutions to the software. Bug fixes to the software. Database Maintenance such as evaluation and installation of new software,

upgrades, and/or patches related to the COTS Software and the EEMS database; updating and testing procedures and ensuring sound operation of the database system.

7) Provide an itemized price quote for any additional services or commodities necessary to rectify defects or other operational failures prior to the commencement of activities. MDE will approve any such quote prior to authorizing the Contractor to proceed.

3.7.4.3 Maintenance Period

The Maintenance Period for the EEMS system shall commence upon expiration of a Warranty Period. The Contractor shall provide ongoing Maintenance and technical support for the duration of the contract period on an “as needed” basis. During the Maintenance Period, the Contractor shall provide ongoing maintenance and support as required to include, but not be limited to:

1) Provide a response within one hour of notification from the Contractor’s Technical designee to MDE’s person(s) designated to receive the notification during normal business hours 7:00 A.M. – 5:00 P.M. Monday – Friday, and within two hours of notification during non business hours seven days a week.

2) Resolve any defects within 4 hours after responding to MDE’s request for service. If the defect cannot be resolved within 4 hours, a detailed Resolution Plan will be provided indicating the activities necessary to resolve the defect and the anticipated time that the system/functionality will be available.

3) Plan test procedures that require exclusive system availability in advance or in accordance with MDE approved test procedures.

4) Provide telephone consultation and/or on-site services as needed to remediate any and all defects and failures.

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6) Provide technical support for operational and troubleshooting activities consisting of: Diagnosis and resolution of unavailable system services. Diagnosis and resolution of defects. New releases (versions) of the software. Software system modifications, updates and revisions. Functional problem resolutions to the software. Bug fixes to the software. Database Maintenance such as evaluation and installation of new software,

upgrades, and/or patches related to the COTS Software and the EEMS database; updating and testing procedures and ensuring sound operation of the database system.

7) Provide an itemized price quote for any additional services or commodities necessary to rectify defects prior to the commencement of activities. MDE will approve any such quote prior to the Contractor proceeding.

Maintenance Services will be provided on a “Fixed Price” or “ Time and Materials” basis, as determined by MDE for the duration of the contract. In the Financial Proposal, The OFFEROR shall propose the cost basis and terms under which the OFFEROR will provide Maintenance services and provide alternative price quotes for Maintenance services on a “Fixed Price” and “Time and Materials” basis.

The State reserves the right to cancel Maintenance services at any time.

3.7.4.4 Single Point Of Notification for Warranty & Maintenance Support

The Contractor shall provide a single point of notification for all warranty and maintenance problems during –MDE business hours and in emergency situations during non business hours. An emergency situation is defined as the system or major function of the system is inoperable due to a non-conformity item. The Contractor shall provide a toll free telephone number for the purpose of contacting the Contractor’s call center or help center. Proposals must describe the OFFEROR’s intended call center or help center procedures for reporting, tracking, and obtaining status on problems and how service staff will be dispatched.

3.8 Project Administration and Management Services

The Contractor shall manage the project as follows:

1) The Contractor shall agree to provide continuity of staff based upon the approved project plans for each phase of the project. For Time and Materials work, MDE has the right to reject the replacement or rotation of Contractor’s staff if it reasonably determines that the project will suffer; for Fixed Price work, MDE may request the removal of Contractor’s staff for sub-standard performance and/or lawful reasons.

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2) The Contractor shall develop project plans that set forth in detail the responsibilities and tasks that the Contractor and MDE each have under a particular Task Order. A project plan may be amended from time to time in writing, as mutually agreed to by the Contractor and MDE. Each amended project plan, when approved by both the Contractor and MDE, will supercede all prior project plans with respect to the applicable Task Order.

3) The Contractor shall agree to execute Task Orders for maintenance services to be developed and issued by MDE throughout the project period. The Task Order shall specify the work and deliverables to be accomplished during a particular project phase.

4) The Contractor shall provide MDE with adequate staff resources to meet the project schedule regardless of the number of current or new system implementation projects that the Contractor is involved with.

5) All project deliverables (less software deliverables) including documentation must be submitted in both electronic and printed textual form using software products acceptable to MDE, presented in a format, content, and style that follows industry-accepted methods and practices and agreed to in the Task Order.

6) All software project deliverables must be submitted in electronic form using software products acceptable to MDE, presented in a format, content, and style that follows industry accepted methods and practices and agreed to in the Task Order.

7) The Contractor shall provide MDE with weekly project status reports as described in Section 3.8.3.

8) The Contractor shall place technical staff on the project who have a minimum of 3 years experience with the system’s technical environment, including: operating system, database engine, hardware and programming language.

9) The Contractor shall produce all reports in a manner such that any Contractor could begin the subsequent phase with no further information.

10) The Contractor must agree to place a full-time project manager on the project who will report to the MDE Project Manager and who has successfully implemented the proposed system for prior customers.

11) The Contractor shall be assisted by MDE’s Project Management Team in project planning and management activities include planning, execution and tracking of project activities with a focus on managing risk and reporting project status and progress. These activities will continue throughout the course of the project.

12) The Contractor shall maintain a Gantt chart, using Microsoft Project 2000 throughout the project’s phases. Immediately following each Task Order award, the Contractor will provide access to the Gantt charts to the MDE Project Manager and other MDE personnel as determined by MDE.

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13) The CONTRACTOR must develop an approved problem resolution process, and submit such process to the MDE Project Manager for approval to implement.

14) Prior to initiation of each Project Phase/Task Order, the Contractor shall devise a detailed project plan that schedules and governs all resources and deliverables as defined within that phase.

15) Work on each Task Order shall begin only after written approval by MDE of a project plan, as applicable.

3.8.1 EEMS Project Management Methodology

The Contractor shall agree to follow the State of Maryland’s-OIT Project Management Methodology-Systems Development Life Cycle. (See Attachment I)

3.8.2 Milestones and Deliverables

In general, no project deliverable will be deemed complete unless written acceptance is rendered by the MDE Project Manager or designee. The Contractor and MDE will make every effort to review all work products by sampling, evaluation or acceptance within a reasonable time mutually agreeable to all parties.

The OFFEROR shall provide a detailed Project Pan for this RFP to cover the COTS system implementation with milestones and associated deliverables and projected work effort to accomplish each milestone. The OFEROR shall reference Section 3 Work Specifications and utilize Attachment I – DBM-OIT Lifecycle Methodology to create the COTS system deliverables. Following are the high level milestones:

The OFFEROR shall include a Gantt chart as part of the Project Plan for this RFP , using Microsoft Project 2000, of milestones and deliverables for this scheduled project. It is noted that many of the milestones and deliverables cannot at this time be defined at the detail level, but they can be addressed at the high level for the following project phases:

Phase I-System Software Acquisition to include:

Time to get COTS System operational

Phase II-Analysis of Software Fit (Functional and Technical Assessment) to include :

Time to assess MDE programs – See Attachment H – MDE’s Environmental and Administrative Program Descriptions

Time to prepare and submit System Software Fit Report

Phase III-Systems Integration

Phase IV-Warranty and Maintenance Support

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Immediately following Master Contract award, the Contractor shall update the Gantt chart and forward a copy to the MDE Project Manager.

Specifications:

1) The OFFEROR shall identify milestones for each of the project’s phases and corresponding Task Orders that include discussions, presentations, approvals associated with each of the project’s phases and are identified in the Task Orders that support the scope of the phase to be complete.

2) The OFFEROR shall identify deliverables for each of the project’s phases and corresponding Task Orders may include the commodities (licenses, software), plans, reports, Gantt Charts, executive summaries, documentation (systems, as built, manuals), acceptance criteria, submission of subsequent phase requirements (i.e. costs, notice to proceed) development, conversions, training, bug fixes that correspond to the activities and work performed for the scope of the project phase completed andin project plans for successive phases.

3) The OFFEROR shall agree to manage the project using a phased project approach and each phase will be described in more detail in the subsequent Project plans to be approved by MDE.

3.8.3 Progress Reporting

The Contractor shall submit both a hard copy and an electronic weekly progress report to the MDE Project Manager. The progress report shall be submitted on or before Monday for the previous week and shall contain, as a minimum, the following information:

1) Tasks accomplished in the previous week.

2) Tasks planned for completion but not accomplished in the previous week and why.

3) Tasks planned for in the current or subsequent week.

4) Any issues that may impact the schedule, cost or desired functionality of the system.

5) An accounting report of expenditures at the Task Order Level for the current reporting period and a cumulative summary of the totals for both the current and previous reporting periods. The accounting data shall include the hours worked by each of the Contractor’s personnel and any other expenditures charged to the contract.

6) Gantt chart, updated from original to show actual progress; as applicable, explanations for variances and plan for completion on schedule. Show deliverable progress, as a percentage of completion.

The Contractor’s Project Manager should also be available for weekly status meetings to be held on-site at the Headquarters for the Maryland Department of the Environment at Baltimore, Maryland. All materials prepared for the status meetings shall be in an electronic format and compatible with Microsoft Office 2000 and Microsoft Project 2000. All project schedules must

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be updated and available to the MDE Project Manager at the time of the weekly status report submission.

Additionally, the Contractor shall provide written notification to the MDE Contract Officer when the expenditures reach 75% of the ceiling price of the fixed price amount for each component Task Order.

3.9 Project Personnel Services and Qualifications

The Contractor shall provide personnel to satisfy the labor qualifications specified for Task Orders to be issued under the Master Contract. The OFFEROR shall only bid staff available at the time of the RFP submission. In response to each RFP, the Contractor shall provide personnel that satisfy the personnel qualifications specified within this section for each of the labor categories required for this RFP.

In addition to the total and specialized experience defined in the skill categories, specific areas of required expertise may be further defined in a Task Order. The OFFEROR(s) shall certify that the candidate meets the Contract qualifications. At the option of the Project Manager, Contractor personnel may be approved for performance in multiple skill categories for which they are qualified.

Substitution of Education for Experience. A Bachelor's Degree or higher may be substituted for the general and specialized experience for those labor categories requiring a High School Diploma. Substitution shall be approved by the MDE’s Project Manager for the task.

Substitution of Experience for Education. Substitution of experience for education may be permitted at the discretion of MDE’s Project Manager for the task.

Key Personnel. Certain senior and managerial personnel are essential for successful Contractor performance. The OFFEROR shall provide resumes for key personnel, identifying the labor category or categories for which they are proposing that individual. Key personnel will not be reassigned to another task without the written concurrence of MDE’s Project Manager for the task. Attachment K - 1 provides the list of key personnel by labor category and functional areas for which resumes must be provided. If any key personnel leave the employment of the Contractor, the replacement must have similar qualifications and be approved by MDE’s contract officer.

3.9.1 Labor Categories And Qualifications

The following section describes the labor categories to be provided under the RFP. OFFERORS must propose only those labor categories identified in Attachments K-1 to K-2 Price Proposal Forms and Attachments L-3-a to L-3-h Hours by Labor Categories.

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3.9.1.1 Program Manager-*

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline. A Master's Degree is preferred. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have twelve (12) years of Automated Data Processing (ADP) experience, including at least eight (8) years of ADP management experience. The Program Manager shall have no less than two (2) full years of employment with the OFFEROR.

Specialized Experience: At least eight (8) years of direct supervision of ADP software development, integration, and maintenance projects. Must be capable of leading projects that involve the successful management of teams composed of data processing and other information management professionals who have been involved in analysis, design, integration, testing, documenting, converting, extending and implementing automated information. Must have proven skills that are specified in the delivery order to be managed.

Duties: Serve as the single point of contact for the Contractor with MDE regarding this Contract. Performs day-to-day management of overall Contract support operations, possibly involving multiple projects and groups of personnel at multiple locations. Organizes, directs, and coordinates the planning and production of all Contract support activities, including subcontractors. Develops work breakdown structures and prepares charts, tables, graphs, major milestone calendars and diagrams to assist in analyzing problems and making recommendations. Demonstrates writing and oral communications skills. Establishes and alters (as necessary) corporate management structure to direct effective Contract support activities. Must be capable of negotiating and making binding decisions for the Contractor(s). Demonstrates corporate commitment. Able to bring the full capabilities and assets of the company to bear.

Task Leader: Indicates this category may serve as a Task Leader on one or more Task Orders. Management experience is required. Task Leaders must have supervisory or project leader experience. This experience is not in addition to the experience requirements for the skill category. Project leader experience is experience that demonstrates an individual's ability to accomplish projects/tasks through others.

Key Personnel: Indicates this category may serve as Key Personnel as identified in Attachment K - 1

3.9.1.2 Project Manager-*

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline. A Master's Degree is preferred. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

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General Experience: Must have ten (10) years of ADP experience, including at least five (5) years of ADP software management experience.

Specialized Experience: At least five (5) years of direct supervision of ADP software development, integration maintenance projects experience.

Duties: Performs day-to-day management of assigned delivery orders projects that involve teams of data processing and other information systems/management professionals who have previously been involved in analyzing, designing, integrating, testing, documenting, converting, extending, and implementing automated information systems. Demonstrates proven skills in those technical areas addressed by the delivery order to be managed. Organizes, directs, and coordinates the planning and production of all activities associated with assigned delivery order projects. Prepares and presents program level management products such as, work breakdown structures, charts, tables, graphs, major milestone calendars and diagrams to assist in analyzing problems and making recommendations. Demonstrates writing and oral communications skills.

Task Leader: Indicates this category may serve as a Task Leader on one or more Task Orders. Management experience is required. Task Leaders must have supervisory or project leader experience. This experience is not in addition to the experience requirements for the skill category. Project leader experience is experience that demonstrates an individual's ability to accomplish projects/tasks through others.

Key Personnel: Indicates this category may serve as Key Personnel as identified in Attachment K-1

3.9.1.3 Senior Computer Software/Integration Analyst-*

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline. A Master's Degree is preferred. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have eight (8) years of progressive working experience as a computer specialist or a computer systems analyst.

Specialized Experience: At least five (5) years of experience as a Computer Systems Analysts.

Duties: Must be knowledgeable in implementing computer systems in a phased approach of requirements analysis and conceptual design, site survey, system design review, critical design review, installation, integration, and testing. Must be knowledgeable in performing requirements analysis for a wide range of users in areas of office automation, and finance and accounting. Must be able to present system designs for user approval at formal reviews. Must be capable of performing configuration management, software integration, interpreting software test results, and recommending solutions for unsatisfactory test results. Must be knowledgeable in life-cycle support, including maintenance, administration, and management. Must be able to provide solutions to identified software problem reports.

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Key Personnel: Indicates this category may serve as Key Personnel as identified in Attachment K-1.

3.9.1.4 Senior Computer Specialist

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline or three (3) years of equivalent experience in a related field. A Master's Degree is preferred. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have 8 years of computer experience in at least two of the following disciplines: system analysis, system programming, application programming, equipment analysis.

Specialized Experience: At least 5 years of experience either as a computer hardware or systems software specialist or as a systems analyst with duties relating to the evaluation of third and fourth generation of current state-of-the-art computer hardware and software and its ability to support specific requirements for hardware and software evaluation, system management, or large-scale system development and maintenance.

Duties: Must be able to determine costs for converting computer systems from one language or machine to another by using compilers, simulators, emulators, and/or language translators and to recommend better utilization of operating systems capabilities for improving system efficiency. Develops, manages, maintains, and evaluates current state-of-the-art computer hardware, software, and software development tools; evaluates their ability to support specific requirements and interface with other equipment and systems; determines potential and actual bottlenecks and proposes recommendations for their elimination; and makes recommendations for system improvements that will result in optimal hardware and software use.

3.9.1.5 Computer Specialist

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline or three (3) years of equivalent experience in a related field. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have five (5) years of computer experience in at least two (2) of the following disciplines: systems analysis, systems programming, application programming, or equipment analysis.

Specialized Experience: At least three (3) years of experience as either a computer hardware and/or systems software specialist, or as a systems analyst with duties relating to the evaluation

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of third- and fourth-generation or state-of-the-art computer hardware and software and its ability to support specific requirements for systems management or large-scale system development and maintenance.

Duties: Must be able to determine costs for converting computer systems from one language or machine to another by utilizing compilers, simulators, emulators, and/or language translators and recommend better utilization of operating systems capabilities to improve system efficiency. Must be able to develop, manage, maintain, and evaluate state-of-the-art computer hardware, software, and software development tools; evaluate their ability to support specific requirements and interface with other equipment and systems; determine potential and actual bottlenecks; propose recommendations for their elimination; and make recommendations for systems improvements that will result in optimal hardware and software usage.

3.9.1.6 Senior Computer Systems Analyst-*

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline or three (3) years of equivalent experience in a related field. A Master's Degree is preferred. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have eight (8) years of computer experience working independently or under general direction on complex application problems involving all phases of systems analysis.

Specialized Experience: At least five (5) years of experience in analysis and design of business applications for complex large-scale or mid-tier computer systems, or LAN-based systems, to include experience in Database Management Systems (DBMS), and use of programming languages. Knowledge of current storage and retrieval methods and demonstrated ability to formulate specifications for computer programmers to use in coding, testing, and debugging of computer programs.

Duties: Provides technical and administrative direction for personnel performing software development tasks, including the review of work products for correctness, adherence to the design concept and to user standards and for progress in accordance with schedules. Must be able to coordinate with the Program Manager to ensure problem solution and user satisfaction. Makes recommendations, if needed, for approval of major systems installations. Prepares milestone status reports and deliveries/presentations on the system concept to colleagues, subordinates, and end user representatives. Provides daily supervision and direction to support staff.

Task Leader: Indicates this category may serve as a Task Leader on one or more Task Orders. Management experience is required. Task Leaders must have supervisory or project leader experience. This experience is not in addition to the experience requirements for the skill category. Project leader experience is experience that demonstrates an individual's ability to accomplish projects/tasks through others.

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Key Personnel: Indicates this category may serve as Key Personnel as identified in Attachment K-1.

3.9.1.7 Junior Computer Systems Analyst

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline or three (3) years of equivalent experience in a related field. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have three (3) years of computer experience in assignments of a technical nature working under close supervision and direction.

Specialized Experience: At least one (1) year of experience in analyzing and programming applications on large-scale or mid-tier computers (or LAN-based) with a minimum of one (1) year of design and programming of moderately complex ADP systems.

Duties: Develops requirements for information systems from a project’s inception to conclusion. Develops required specifications for simple to moderately complex systems. Assists senior computer systems analyst in preparing input and test data for the proposed system.

3.9.1.8 Applications Programmer

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline or three (3) years of equivalent experience in a related field. A Master's Degree is preferred. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have five (5) years of computer experience in information systems design.

Specialized Experience: At least three (3) years of experience as an application programmer on large-scale DBMS, knowledge of computer equipment, and ability to develop complex software to satisfy design objectives.

Duties: Analyzes functional business applications and design specifications for functional areas such as finance, accounting, personnel, manpower, logistics, and Contracts. Develops block diagrams and logic flowcharts. Translates detailed design into computer software. Tests, debugs, and refines the computer software to produce the required product. Prepares required documentation, including both program-level and user-level documentation. Enhances software to reduce operating time or improve efficiency. Provides technical direction to programmers as required to ensure program deadlines are met.

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3.9.1.9 Computer Systems Programmer

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline or three (3) years of equivalent experience in a related field. A Master's Degree is preferred. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have five (5) years of computer experience in information systems design.

Specialized Experience: At least three (3) years of experience in ADP systems analysis and programming.

Duties: Create and/or maintain operating systems, communications software, database packages, compilers, repositories, and utility and assembler programs. Modify existing software and develop special-purpose software to ensure efficiency and integrity between systems and applications.

3.9.1.10 Database Manager-*

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline or three (3) years of equivalent experience in a related field. A Master's Degree is preferred. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have seven (7) years of experience in the development and maintenance of database systems.

Specialized Experience: At least five (5) years of experience with database management systems, system design and analysis, operating systems software, and internal and data manipulation languages.

Duties: Must be capable of managing the development of database projects. Must be able to plan and budget staff and data resources. Supports application developers in planning preparation, load analysis, and backup and recovery of data. When necessary, reallocates resources to maximize benefits. Must be able to prepare and deliver presentations on DBMS concepts. Provides daily supervision and direction to support staff. Monitors performance and evaluates areas to improve efficiency.

Task Leader: Indicates this category may serve as a Task Leader on one or more Task Orders. Management experience is required. Task Leaders must have supervisory or project leader experience. This experience is not in addition to the experience requirements for the skill

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category. Project leader experience is experience that demonstrates an individual's ability to accomplish projects/tasks through others.

Key Personnel: Indicates this category may serve as Key Personnel as identified in Attachment K-1.

3.9.1.11 Database Management Specialist

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline or three (3) years of equivalent experience in a related field. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.General Experience: Must have six (6) years experience in DBMS systems analysis and programming.

Specialized Experience: At least three (3) years of experience in using current DBMS technologies, application design utilizing various database management systems and experience with DBMS internals.

Duties: Must be capable of providing highly technical expertise and support in the use of DBMS. Must be able to evaluate and recommend available DBMS products to support validated user requirements. Defines file organization, indexing methods, and security procedures for specific user applications. Develops, implements, and maintains database back-up and recovery procedures for the processing environments, and ensures that data integrity, security, and recoverability are built into the DBMS applications.

3.9.1.12 Quality Assurance Manager

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline. A Master's Degree is preferred. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have six (6) years of experience in quality assurance and quality control.

Specialized Experience: At least three (3) years of experience in verification and validation, software testing and integration, software metrics, and their application to software quality assessment.

Duties: Must be capable of maintaining and establishing a process for evaluating software and associated documentation. Must be able to determine the resources required for quality control. Must be able to maintain the level of quality throughout the software life cycle. Develops

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software quality assurance plans. Conducts formal and informal reviews at predetermined points throughout the development life cycle.

3.9.1.13 Quality Assurance Specialist

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have five (5) years of experience working with quality control methods and tools.

Specialized Experience: At least three (3) years of experience in verification and validation, software testing and integration, software metrics, and their application to software quality assessment, and a demonstrated knowledge of system and project life cycles.

Duties: Must be able to determine the resources required for quality control. Must be able to maintain the level of quality throughout the software life cycle. Develops software quality assurance plans. Must be capable of maintaining and establishing a process for evaluating software and associated documentation. Participates in formal and informal reviews at predetermined points throughout the development life cycle to determine quality. Examines and evaluates the SQA process and recommends enhancements and modifications. Develops quality standards.

3.9.1.14 Senior Systems Engineer

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline or three (3) years of equivalent experience in a related field. A Master's Degree is preferred. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have six (6) years of experience in systems engineering.

Specialized Experience: At least three (3) years of experience in the supervision of system engineers, and demonstrated use of interactive, interpretative systems with on-line, real-time acquisition capabilities.

Duties: Must be able to analyze information requirements. Must be able to evaluate problems in workflow, organization, and planning. Develops appropriate corrective action. Provides daily supervision and direction to staff.

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3.9.1.15 Systems Engineer

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline or three (3) years of equivalent experience in a related field. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have three (3) years of experience in systems engineering.

Specialized Experience: At least one (1) year of experience in analytical problem solving of workflow, organization and planning.

Duties: Must be capable of analyzing information requirements. Evaluates system problems of workflow, organization, and planning. Develops appropriate corrective action.

3.9.1.16 Software Engineer

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline or three (3) years of equivalent experience in a related field. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have three (3) years of experience as a software engineer.

Specialized Experience: At least two (2) years of experience working with Ada, SQL, or third/fourth generation languages in the design and implementation of systems and one (1) year working with DBMS.

Duties: Reviews and analyzes system specifications. Prepares programming specifications. Analyzes existing systems/subsystems for reusability benefits and needed changes. Prepares design plans and written analyses. Prepares unit and test scripts. Prepares documentation.

3.9.1.17 Senior Computer Security Systems Specialist

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline. A Master's Degree is preferred. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: This position requires a minimum of eight (8) years of experience.

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Specialized Experience: At least five (5) years of specialized experience in defining computer security requirements for high-level applications, evaluation of approved security product capabilities, and developing solutions to Multilevel Security (MLS) problems.

Duties: Analyzes and defines security requirements for MLS issues. Designs, develops, engineers, and implements solutions to MLS requirements. Responsible for the implementation and development of the MLS. Gathers and organizes technical information about an organization’s mission goals and needs, existing security products, and ongoing programs in the MLS arena. Performs risk analyses, which also include risk assessment. Provides daily supervision and direction to staff.

3.9.1.18 Computer Security Systems Specialist

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline or four (4) years of equivalent experience in a related field. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: This position requires a minimum of six (6) years of experience.

Specialized Experience: At least four (4) years of specialized experience in defining computer security requirements for high-level applications, evaluation of approved security product capabilities, and developing solutions to Multilevel Security (MLS) problems.

Duties: Analyzes and defines security requirements for MLS issues. Designs, develops, engineers, and implements solutions to MLS requirements. Gathers and organizes technical information about an agency’s mission goals and needs, existing security products, and ongoing programs in the MLS arena. Performs risk analyses, which also include risk assessment. Provides daily direction to staff.

3.9.2.19 Testing Specialist-*

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline or three (3) years of equivalent experience in a related field. A Master's Degree is preferred. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have 4 years of experience in computer software development.

Specialized Experience: At least 2 years of software testing experience (integration and acceptance).

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Duties: Must be capable of designing and executing IT software tests and evaluating results to ensure compliance with applicable regulations. Must be able to prepare test scripts and all required test documentation. Must be able to design and prepare all needed test data. Analyzes internal security within systems. Reviews test results and evaluates for conformance to design.

Key Personnel: Indicates this category may serve as Key Personnel as identified in Attachment K-1.

3.9.1.20 Training Specialist/Instructor *

Education: A Bachelor's Degree from an accredited college or university with a major in Education/Training in the areas of Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline. A Master's Degree is preferred. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have 4 years of experience in information systems development, training, or related fields.

Specialized Experience: At least 2 years of experience in developing and providing IT and end user training on computer hardware and application software.

Duties: Conducts the research necessary to develop and revise training courses and prepares appropriate training catalogs. Prepares all instructor materials (course outline, background material, and training aids). Prepares all student materials (course manuals, workbooks, handouts, completion certificates, and course critique forms). Trains personnel by conducting formal classroom courses, workshops, and seminars.

Key Personnel: Indicates this category may serve as Key Personnel as identified in Attachment K-1.

3.9.1.21 Documentation Specialist

Education: Associate’s Degree in related field. A Bachelor’s degree is preferred.

General Experience: Must have four (4) years of experience in technical writing and documentation experience pertaining to all aspects of ADP.

Specialized Experience: A minimum of two (2) years of experience in preparing technical documentation, which is to include researching for applicable standards.

Duties: Gathers, analyzes, and composes technical information. Conducts research and ensures the use of proper technical terminology. Translates technical information into clear, readable documents to be used by technical and non-technical personnel. For applications built to run in a Windows environment, uses the standard help compiler to prepare all on-line documentation.

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3.9.1.22 Technical Writer/Editor

Education: Associate’s Degree in related field. A Bachelor’s degree is preferred.

General Experience: A minimum of five (5) years of experience in this area.

Specialized Experience: At least two (2) years of experience in editing documents, including technical documents.

Duties: Assists in collecting and organizing information for preparation of user manuals, training materials, installation guides, proposals, and reports. Edits functional descriptions, system specifications, user manuals, special reports, or any other customer deliverables and documents. Assists in performing financial and administrative functions. Must demonstrate the ability to work independently or under only general direction.

3.9.1.23 Project Control Specialist

Education: High School Diploma or equivalent. A Bachelor’s degree is preferred.

General Experience: Must have three (3) years of experience working with monitoring systems. Familiar with manpower and resource planning, preparing financial reports and presentations, and cost reporting under government Contract guidelines.

Specialized Experience: Preparation and analysis of financial statements, development of project schedules, using cost-accounting and labor-reporting systems, working knowledge of Contract and subcontract management. Proficient in the use of spreadsheets and project management tools.

Duties: Monitors financial and/or administrative aspects of assigned Contracts and deliverables. Tracks and validates all client financial information, establishes and maintains master Contract files, prepares and monitors status of all deliverables, tracks the value of Contracts, and reports payment of government fees. Updates task reports with funding information and prepares revenue projections for all active Contract Master Task or Task Orders. Uses automated systems to track deliverables, financial transactions, and management information.

3.9.1.24 Internet/Intranet Site Developer

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline or three (3) years of equivalent experience in a related field. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

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General Experience: Must have one (1) year of computer experience using Internet/intranet products, including Webserver and related products selection and administration.

Specialized Experience: At least one (1) year of experience building and installing web sites, including product selection, configuration, installation, maintenance, and site policy development. Experience developing web pages using HTML and associated scripting and graphics integration.

Duties: Must be able to translate applications requirements into the design of complex web sites, including integrating web pages and applications to serve either as stand alone sites or as the front end to web-based applications. Must be able to apply new and emerging technologies to the site development process.

3.9.1.25 Internet/Intranet HTML Developer

Education: A Bachelor's Degree from an accredited college or university with a major in Computer Science, Information Systems, Engineering, Business, or other related scientific or technical discipline or three (3) years of equivalent experience in a related field. A Master’s Degree in one of the above disciplines equals one year specialized and two years general experience.

General Experience: Must have one (1) year of computer experience in at least two of the following disciplines: HTML, Javascript, GIF or JPG imaging, computer graphics, web page development.

Specialized Experience: At least one (1) year of experience developing web pages using HTML and associated scripting and graphics integration.

Duties: Must be able to translate applications requirements into web pages to serve either as stand-alone site elements or as the front end to web-based applications. Must be able to apply new and emerging technologies to the page development process.

3.9.2 Key Personnel Profiles

Resumes shall be provided for key personnel only. NO OTHER RESUMES should be supplied.Resumes should be brief 1 – 2 pages with emphasis on experience with the proposed COTS software. Key Personnel are noted with an “*” above.

3.10 InvoicesInvoices and payments to the Contractor shall be governed by the terms and conditions defined in the Master Contract. Invoices for payment shall contain the Contractor’s Federal Employer Identification Number (FEIN), as well as the information described in Section 2.4.1,and must be submitted to the MDE Contract Manager.

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3.10.1 Submission Schedule

1) Time and materials Task Orders. The Contractor shall submit three copies of the monthly invoices for payment that coincide with the submission of the progress reports. The invoices shall identify actual hours by each person assigned to the contract during the reporting period and materials purchased by the Contractor for the contract. Invoices shall be accompanied by timesheets and paid Contractor invoices documenting charges for labor and materials in accordance with the Contractor price proposal for the Master Contract.

2) Fixed price Task Orders. The Contractor shall submit three copies of invoices for payment upon acceptance of separately priced deliverables, on or before the fifteenth day of the month following receipt of the approved notice of acceptance from the MDE Contract Manager. A copy of the notice of acceptance shall accompany all invoices submitted for payment.

3.10.2 Invoice Submission Procedure

Invoices shall be submitted in accordance with the following requirements:

1) The invoice shall identify the contracting State Agency, Task Description, associated Task Order number, date of invoice, period of performance covered by the invoice, and a Contractor Point Of Contact (POC) and phone number.

2) The Contractor shall send the original of each invoice submitted for payment to the specify, in accordance with MDE policy and procedure to the following address:

EEMS Contract Manager

Montgomery Park Business Center

Maryland Department of the Environment

1800 Washington Boulevard

Baltimore, Maryland 21230

3) Invoices for final payment shall be clearly marked as final and submitted when all work requirements have been completed and no further charges are to be incurred under the Task Order. In no event shall any invoices be submitted later than sixty calendar days from the contract termination date. Note: address warranty and other “run out” issues; payment for run-out beyond 60 days.

3.10.3 Payments

Fixed price–type Task Orders that exceed three (3) months in anticipated duration are generally eligible for progress payments upon acceptance of deliverables or milestones, as applicable. To receive a progress payment a Contractor must satisfy/comply with the following:

1) Submit a request for a progress payment in same manner as described above in

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Section 3.8.3.

2) Submit a progress report with the request for progress payment. The progress report must demonstrate that tangible work has been performed that is at least as valuable to the State as the requested payment amount. The accomplishment of tangible work is not the same as merely accruing hours of effort expended and amounts paid for materials. Rather, it means the completion of work that can be reasonably quantified, and that would not have to be redone by the State or another Contractor if, for any reason, the contract would terminate as of the end of the period for which the bill has been submitted. Examples of such tangible work include lines of code written, tests completed satisfactorily, records entered into a deliverable database, deliverable document sections completed, site surveys performed and documented, and documented interviews conducted with personnel that possess information or expertise essential to the task.

3) There shall be no progress payments against a Task Order for which monthly progress reporting is deficient or unsatisfactory, or otherwise unacceptable to the State. A full, separately priced deliverable must not be due in the month for which a progress payment is requested.

3.11 Acceptance Criteria

Specific acceptance criteria will be detailed and agreed to in each of the Task Orders. Contractor shall deliver all Deliverables, upon completion to the MDE Project Manager for testing and acceptance. Contractor shall memorialize such delivery in a Delivery Confirmation, which sets forth the nature and condition of the Deliverables, the medium of delivery, and the date of delivery. The MDE Project Manager shall countersign such Delivery Confirmation so as to indicate receipt of the contents described therein. The MDE Project Manager shall commence acceptance testing following receipt of the Deliverables. Upon completion of such testing, the MDE Project Manager shall issue to the Contractor a notice to proceed with any program specific data migration. The deliverable must function a properly without defect or operational failure for 30 days in a production environment. Upon completion of the deliverable operation in a production environment without impact to previously accepted deliverables the MDE Project Manager shall issue to the Contractor a notice of acceptance or rejection of the Deliverables. In the event of rejection, the MDE Project Manager shall state in writing the reasons for rejection to the Contractor in detail. Contractor shall correct any deficiencies or non-conformities and resubmit the rejected items as promptly as possible.

Final acceptance of the Task Order deliverables will occur upon completion of all of the following:

a. Milestone completion dates are met.

b. Task Order deliverables (such as documentation, software, training) are complete.

c. Test Plan tests completed successfully.

d. Task Order deliverables are accepted in accordance with MDE approved acceptance test plans.

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e. Task Order Deliverables (such as source code, object code, database, data files, operation/administrative procedures) are delivered to MDE.

f. Documentation is updated as required.

g. Training for the proposed deliverable is completed.

h. Licenses are assigned to the State or designee.

i. Authorized migration and completion of any program specific data to the COTS system.

j. Deliverable is functioning properly in a production environment for 30 days without impact to previously accepted deliverables.

k. Warranty agreement period is noted.

l. On-Going maintenance agreements are in place.

3.12 Substitution of PersonnelAll personnel described in the OFFEROR’s proposal shall perform continuously for the duration of the Master Contract awarded as a result of this procurement or Task Order, and for so long as performance is satisfactory to the MDE Project Manager. The MDE Project Manager and/or the MDE Contract Manager shall give written notice of performance issues to the Contractor, clearly describing the problem and delineating remediation requirement(s). The Contractor shall respond with a written remediation plan within three (3) business days and implement the plan immediately upon written acceptance of the MDE Project Manager. Should performance issues persist, the MDE Project Manager may give written notice or request the immediate removal of person(s) whose performance is at issue, including the Contractor’s Project Manager, and determine whether a substitution is required.

The Contractor may not substitute personnel, other than by reason of an individual’s death, sudden incapacitating illness; projected to last more than 5 days, etc. or termination of employment without prior written approval of the MDE Project Manager. MDE’s approval will not be unreasonably withheld.

To replace any personnel specified in the Master Contract, the Contractor shall submit resumes of the proposed substituted personnel to MDE Project Manager/MDE Contract Manager. All proposed substitute personnel shall have qualifications at least equal to those of the replaced personnel, and must be approved by the MDE Project Manager upon recommendation by the MDE Contract Manager that the proposed substitutes meet the minimum qualifications specified for the Master Contract. The MDE Project Manager will arrange for the interview of the substitution personnel. After interviewing, the MDE Project Manager will notify the Contractor in writing of the acceptance or denial of the requested substitution.

3.13 PrivacyThe Contractor shall be bound by the MDE and State’s privacy policy. The Contractor will use and disclose MDE data/information only to the extent necessary to perform the work required in

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this project. The Contractor shall not reproduce any data/information and will not disclose any MDE data/information to a third party unless specifically permitted, in writing, by MDE. At the end of the project, the Contractor shall return or deliver to MDE all data/information obtained or developed as a result of this project.

3.14 OwnershipAll materials, equipment, and software developed as a result of this Project shall be and remain wholly the property of the State of Maryland, Maryland Department of the Environment. This shall include, but not be limited to, test, databases and management tools, tracking and usage analysis tools and source code for the COTS system and the associated integrations for EEMS. Any commercial product or “commercial off the shelf” (COTS) product acquired by the Contractor in support of this effort on behalf of MDE shall also be licensed directly to the State of Maryland, Maryland Department of the Environment.

3.15 Place of PerformanceThe Contractor’s personnel will work primarily at the MDE Headquarter’s located in Baltimore, Maryland. Contractor personnel may work at the facility(ies) proposed by the Contractor in accordance with the required scope of work in Section 3 of the RFP.

3.16 Hours of WorkThe Contractor personnel shall be normally available during normal business workdays for the MDE between the hours of 8:00 AM to 5:00 PM, local time, to conduct meetings, testing, and any other project related activities that require the participation of State personnel. The Contractor personnel should also be available to accommodate testing and implementation after hours and weekend. Any Contractor personnel working at the State facility must have the MDE Project Manager formally approve any deviations from the required work schedule.

3.17 SecurityThe Contractor shall be bound by the agency and State computer security policies.

3.18 Century Compliance WarrantyThe Contractor warrants that the products provided or the systems customized or developed under this Contract are century compliant. Century compliant means that the product:

1. Is able to process date data accurately – including date data century recognition, calculations that accommodate same century and multi-century formulas and date values (including leap year factors), and date data interfaces values that reflect the century when used either in a stand-alone configuration or in combination with other century products used by the state.

2. Will not abnornally terminate its functions or provide or cause invalid or incorrect results due to incompatibility with the calendar year.

In addition to any other warranties applicable to their contract or any remedies otherwise available to the State, the Contractor agrees to promptly repair or replace any product furnished

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under this contract that is not century compliant, provided the State gives notice within 30 business days following discovery of such failure.

3.19 Facilities, Supplies, and ServicesAt MDE’s facility located at 1800 Washington Boulevard, Baltimore, Maryland 21230, the following items will be provided for a maximum of six (6) Contractor employee:

(a) Work space

(b) Office furniture (desk and chair)

(c) Office supplies

(d) Telephone and fax equipment (local use only)

(e) Photocopier(s) and printer(s)

(f) Personal computer with E-Mail and Internet services

(g) System hardware and software to perform testing (1 workstation)

If any work including testing, with the exception of testing that users’ must execute, must be performed at an off-site facility specified by the Contractor, the Contractor shall furnish the workspaces, tools, equipment, and any other items needed to perform the work requirements of the Task Order.

3.20 Software General All OFFERORS shall:

Identify Commercial-Off-The-Shelf (COTS) or proprietary software that the OFFEROR believes may be necessary to support the performance of work associated with the OFFEROR’s proposal.

Provide all license agreements necessary for identified software. Agreements must not be in conflict with State law. All software licensed to the State shall remain the property of the State upon completion of the contract. All options of licensing offered to the State should be included with the OFFEROR’s proposal. This would include:

1) Individual site licenses to enterprise licenses.2) MDE’s right to copy the software for backup, archival or training purposes.3) Documentation copying for use in support of the software.4) License renewal under the same terms of the contract.

The State at it's discretion may allow the vendor to provide software typically defined as Applications Software to support any task order issued as a result of this solicitation. However, this contract will not be a requirements contract and is not to be construed to require the State to purchase exclusively from the contractor. The State reserves the right to make multiple awards and to procure goods and services from other sources when it is in the best interest of the State to do so and without notice to the vendor.

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All OFFERORS shall state:

in Volume I, Technical Proposal ,the software applications they would propose for the State; and, in Volume II, Financial Proposal ,include a proposed discount to all software application price lists that may be purchased by the State.

CUSTOM SOFTWARE

The State of Maryland will solely own any custom software developed under any resulting contract. This includes source-codes, maintenance updates, documentation, etc.

If the OFFEROR proposes use of an existing software system for which they or others have copyright/ownership rights, the OFFEROR must escrow the source code with an independent third party that will act as an escrow agent under the terms of an escrow agreement acceptable to MDE.

If the OFFEROR has established source code policies, the OFFEROR must provide the following:

Name and address of third party who acts as escrow agent Source code escrow procedures Name and address of party who audits escrow account Frequency of updates and maintenance of source code at escrow agent Description of licensing arrangements and associated costs

3.21 Information SourcesThe State will provide the following information sources for use in performing the work under this RFP:

1) System documentation including Web and application server manuals and specifications

2) Specifications regarding agency, MDE, and MDE telecommunication Internet connectivity and applicable network information.

BALANCE OF PAGE INTENTIONALLY LEFT BLANK

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Section 4: PROPOSAL FORMAT

4.1 Two Part Submission

The Proposal shall address all four Phases of the project which is the subject of this RFP. It should be clear, precise, and concise in response to the information and specifications described in the RFP. Each proposal must be submitted in TWO SEPARATE VOLUMES:

Volume I - TECHNICAL PROPOSAL

Volume II - FINANCIAL PROPOSAL

4.2 Submission

Each OFEROR is required to submit a separate sealed package for each "Volume", which is to be labeled Volume I - Technical Proposal and Volume II - Financial Proposal. Each sealed package must bear the RFP title and number, name and address of the OFFEROR, the volume number (I or II), and the closing date and time for receipt of the proposals on the outside of the package.

Each copy of the Proposals must be on 8 1/2 x 11 inch paper, with all pages numbered consecutively from beginning to end in the upper right-hand corner (exclusive of the title page, table of contents, and any sectional dividers), with a typeface no smaller that a 12-point font, along with an electronic version in MS Word or other State-acceptable format.

Clarity and completeness are of utmost importance to the proposal. However, complex or costly presentations are neither required nor desired. The relevance and conciseness of the proposal are important.

Failure to include a response to all of the specifications of the RFP may result in the rejection of an OFFEROR’s proposal by the State.

4.3 Proposals

Volume I -Technical Proposal must be sealed separately from Volume II - Financial Proposal. Each volume must bear the name and address of the OFFEROR, the name and number of the RFP and the closing date for proposals on the outside of the package. Both proposals are to be submitted simultaneously to the Procurement Officer (address listed on Key Information Summary). Each OFFEROR must submit an unbound original, identified as such, and nine (9) bound copies of each volume plus an electronic copy.

4.4 Format of Volume I – Technical Proposal

The technical proposal must include, in this exact sequence, the following sections:

1) Transmittal Letter (see Section 4.5)

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2) Title page (see Section 4.6)

3) Table of Contents (see Section 4.7)

4) Executive Summary (see Section 4.8)

a) Exceptions and/or deviations

b) Proprietary Information

5) Assumptions-description of any assumptions formed by the OFFEROR in developing the Technical Proposal

6) Risk Assessment: description of any risks inherent in the Statement of Work specifications and proposed actions to mitigate these risks.

7) Project Management Plan (see Section 4.9)

8) OFFEROR Experience and Capabilities (see Section 4.10)

9) Proposed Software, and Tools (See Section 4.11)

10) Financial Capabilities and Insurance (see Section 4.12)

11) Legal Actions Summary (see Section 4.13)

12) Economic Benefits (see Section 4.14)

13) Required Submissions (see Section 4.15)

a) Proposal Affidavit (Attachment B)

b) MBE Affidavit (Attachment D-1)

c) Acknowledgement of obligation to obtain Performance Bond

4.5 Transmittal Letter

A transmittal letter must accompany the technical proposal. The purpose of this letter is to transmit the proposal and acknowledge the receipt of any addenda. The transmittal letter should be brief and signed by an individual who is authorized to commit the OFFEROR to the services and specifications as stated in this RFP. Any addenda to the RFP received by an OFFEROR should also be acknowledged in the transmittal letter.

4.6 Title Page

On the Title Page, the OFFEROR shall provide the following information:

RFP title and number; due date and time;

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The name and address of the OFFEROR; The Point of Contact for the OFFEROR, including their name, address, telephone and fax

numbers, and e-mail address; Federal Identification Number (FEIN).

4.7 Table of Contents

List all of the sections of 4.4 (Format of Volume I – Technical Proposal) in the exact sequence shown. In the right hand column, list the corresponding page number of your proposal where this information can be found. All pages must be consecutively numbered from the beginning to the end.

4.8 Executive Summary

The OFFEROR(s) shall condense and highlight the contents of the Technical Proposal in a separate section titled “Executive Summary.” The Summary shall provide a broad overview of the contents of the entire proposal. This Summary shall also identify any:

1. exceptions and/or deviations the OFFEROR has taken to the specifications of this RFP or contract (Attachment A)

2. proprietary commercial information, confidential information or trade secrets. OFFEROR’S are advised that, upon request for this information from a third party, the Procurement Officer is required to make an independent determination as to whether the information may be disclosed (see COMAR 21.05.08.01)

4.9 Project Management The OFFEROR shall provide a detailed discussion of how they will accomplish each specification outlined in Section 3 and complete Attachment L - 1 EEMS Specifications Matrix (31 pages), and L-2 a to e Program Suitability with COTS Matrix (6 pages), and L-3-a to h Hours by Labor Category 10 pages). The OFFEROR must submit the following Plans:

1. Project Plan - A proposed overall plan including a detailed projected schedule for the assessment analysis, full implementation (including completion of the testing plan, data migration, training. etc) and operation of the EEMS system. The OFFEROR's Project Plan must include a discussion of specific MDE responsibilities the OFFEROR considers necessary for the overall success of the EEMS Project for each individual milestone or segment of the Project Plan. The OFFEROR should especially detail the degree to which MDE personnel will be actively involved in the Phased activities. The OFFEROR's Project Plan must be an expanded discussion and timetable for:

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a) Phase I-System Software Acquisition to include:

Time to get COTS System operational for a Working Systems Model

b) Phase II-Analysis of Software Fit (Functional and Technical Assessment) to include :

Time to assess MDE programs – See Attachment H – MDE’s Environmental and Administrative Program Descriptions (5 pages)

Time to prepare and submit System Software Fit Report

c) Phase III-Systems Integration

d) Phase IV-Warranty and Maintenance Support

Note: In the OFFEROR's expanded discussion and timetable for the overall phased work activity to assess and incorporate all MDE programs into the COTS software, the OFFEROR must show:

a) Full list of activities and tasks to be accomplished for Phase I, Phase II and Phase III.

b) Critical due dates, (i.e., start Month 1 + # days) implementation milestones, and potential problem areas adversely impacting the implementation schedule.

c) Specific approach towards contingency planning to overcome any slippage in meeting contractual deadlines.

d) Staffing Schedule: A staffing schedule, by labor category- skill category, to meet each milestone and deliverable, and to accomplish all specified work specifications.

2. Implementation Plan: A proposed Implementation Plan that primarily discusses the progression of implementation from an integration environment, through testing, data migration, to the full implementation of the production environment. Factors for evaluation include, but not limited to, the OFFEROR’s commitment and completeness in defining:

a) Approach for Modification Development, Configuration, Integration.

b) Approach to the acceptance testing.

c) Approach to training.

d) Approach for data conversion, data migration.

e) Approach to risk management for the implementation activities.

3. Training Plan: A proposed Training Plan for hands –on training of the EEMS for

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MDE personnel (both those with business expertise and those with information technology expertise).

4. System Information Plan: A proposed System Information Plan for the development and production of an EEMS System Information Guide for those users with business expertise and those with information technology expertise. The OFFEROR must provide a sample Information Guide that explains the proposed COTS software and its security features. Factors for evaluation center on the scope, detail, quality of the proposed guides.

5. Future Enhancements and Modification Plan: A proposed Future Enhancements and Modification plan for the EEMS program. OFFERORS are encouraged to discuss any future enhancements, improvements, and/or modifications to the COTS software that they believe the State should consider for implementation during the period of the Contract. The discussion must concisely define each item and its interface with COTS software; identify the positive and negative impacts on the State for each item; and identify the respective areas of OFFEROR and State responsibility proposed or foreseen in the development and implementation of each item.

6. Warranty / Maintenance Support Plan: A Plan for basic Warranty/Maintenance specifications for the COTS software and EEMS system and other significant parts of the proposed COTS software. A statement acknowledging the OFFEROR’s acceptance of warranty and maintenance support must be provided. The OFFEROR must describe in detail any alternatives for warranty and maintenance services and support. Factors for evaluation center on scope, detail, quality of the proposed warranty, maintenance services for operational and defect resolution.

7. Acceptance Criteria: A statement acknowledging the OFFEROR’s understanding of the acceptance criteria.

8. OFFERORS must identify subcontractors and the role thse subcontractors will have in the performance of the Contract. However, disclosure of MBE subcontractors at this point is optional.

9. OFFERORS must provide their company’s general corporate personnel turnover rates, followed by the turnover rates in the key labor categories (Attachment K-2 – Price Proposal Form for Services Model-1 page).

OFFERORS are reminded that because this written discussion will be a part of the technical proposal, the discussion must not contain any statement of actual dollar amounts relative to costs, prices or planned expenditures. The OFFEROR must state the percentage of the total bid price associated with each Phase as the Technical Proposal must be evaluated separately from the Financial Proposal.

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4.10 OFFEROR Experience and Capabilities

OFFERORS shall include information on past experience with similar projects and pertinent corporate resources that shall include the following:

1. An overview of experience rendering the commodity and services similar to those required in Section 3 Statement of Work of this RFP.

2. The OFFEROR must provide a full listing and details of past successful experience with similar projects using the proposed software that has proven to enhance the business productivity of other environmental regulatory agencies (e.g. Federal, State, County)

3. The OFFEROR must provide a brief profile (not to exceed two pages) for each member of the project team (including teaming partners/subcontractors; Project Manager and other key personnel)-See Section 3.9 for a listing of labor categories documenting his or her educational and professional background, experience, training and listing and describing the recent projects he or she has worked on that relate to the technical, project management and work requirements of this RFP. (See Section 3.9)

4. A full listing and details of all major subcontractors and an identification of those portions of the work for which each subcontractor will be responsible.

5. References from at least three of its largest customers who are capable of documenting:

a. The OFFEROR’s ability to manage similar projects of comparable type, size, complexity and scope. Provide timeframe and project name and brief description of the scope of the projects.

b. The quality and breadth of services provided by the OFFEROR, and the name(s) and profile of key personnel assigned to the project.

6. Each client reference must include the following information: Name of client organization; name, title, and telephone number of Point of Contact for client organization.

7. The OFFEROR must provide details of projects or assignments involving work measurement studies of office functions used to achieve gains in productivity and efficiency in staffing.

8. The OFFEROR must provide details of their environmental regulatory business process expertise to assess MDE’s current business processes.

9. The OFFEROR must provide details of their past successful experience to further

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enhance the proposed software product for changed core functionality to accommodate changes to environmental regulatory environment.

10. The OFFEROR must provide details of their level of expertise and demonstrated experience with System Development Life Cycle Methodology for similar projects.

4.11 Proposed Software and Tools A complete listing and totals of the types and quantities of all software being proposed, and specifying for each item, the project phase. The OFFEROR should also describe the specific kinds of technical and user documentation that will be provided. (ref Section 3.7.3.4 Phase III-D Documentation) OFFERORs are encouraged to provide representative copies of the technical and user documentation with their proposals. The MDE reserves the right to price or purchase or otherwise obtain software from other sources. The State further reserves the right to validate any software cost proposed per the State's assessment and thereby to adjust any software cost that is part of the EEMS Master Contract.

The OFFEROR must complete Attachments L-1 (EEMS Specifications Matrix) and Attachment L-2 (MDE Program Suitability with COTS software). These tables will be used in the evaluation to assess the OFFEROR(s) COTS software in meeting the detailed functional and technical specifications and to determine its general compatibility with specific MDE programs.

4.12 Financial Capabilities and Insurance

The OFFEROR shall include the following:

1. Financial Statements. Provide copies of the last two (2) year end Financial Statements (independently audited preferred) and Annual Reports.

2. Evidence of sufficient current insurance levels to meet the specifications of RFP Section 3 or evidence of the ability to obtain such levels within five (5) working days of notice of the proposed Master Contract award. There must also be a discussion of the reasons why the OFFEROR believes its proposed levels of insurance are adequate.

3. The OFFEROR shall submit to the Department a certificate of insurance, from an insurer acceptable to the Procurement Officer that provides, at a minimum, professional liability (property damage and personal injury) insurance with a minimum limit of $1,000,000 per claim annually. The OFFEROR, at its expense, shall maintain the above insurance throughout the term of the contract. Failure of the OFFEROR to submit evidence of insurance coverage does not waive its responsibility to maintain insurance at the level specified.

4. The OFFEROR shall carry and pay for all required insurance during the contract by

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insurers acceptable to MDE and with the approved minimum required standards. All OFFERORS shall submit a copy of their Certificate of Insurance as part of the Technical Proposal. Insurance requirements are subject to the review, amendment, and/or modification by MDE’s legal and insurance representative. Such amendments or modifications, if any, shall be determined in writing prior to, and included as part of, the Contract Documents. The specific limits of liability shall be determined by MDE according to the scope and nature of the project and shall be identified and approved in the successful OFFEROR’s executed contract.

5. The OFFEROR shall provide a statement agreeing to procure and submit to the State a performance bond acceptable to the State in the amount equal to the Value of the Contract, within seven (7) days following the approval of this Contract by the Maryland Board of Public Works. See Attachment E – Performance Bond

4.13 Legal Actions Summary

The OFFEROR shall include the following:

1) A statement as to whether there are any outstanding legal actions and/or contract terminations involving the OFFEROR. This is not a discussion, or opinion, of the merits of these actions. This is to identify actions/claims that may assist the State in assessing an OFFEROR’s responsibility. Identify the case and court, and provide the name of the presiding judge.

2) A brief description of any settled or resolved legal actions involving the OFFEROR over the past five (5) years. Identify the case and court, and provide the name of the presiding judge.

3) In instances where litigation is ongoing and the OFFEROR has been directed not to disclose information by the court, identify the case and court, and provide the name of the presiding judge.

4.14 Economic Benefit Factors

1. The OFFEROR shall describe the benefits that will accrue to the State of Maryland economy as a direct or indirect result of the OFFEROR’s performance of the contract resulting from this RFP. The OFFEROR will take into consideration the following elements (Do not include any detail of the financial proposals with this technical information):

The estimated percentage of contract dollars to be recycled into Maryland’s economy in support of the contract, through the use of Maryland subcontractors,

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suppliers and joint venture partners. OFFEROR should be as specific as possible, and provide a percentage breakdown of expenditures in this category.

The estimated number and types of jobs for Maryland residents resulting from this contract. Indicate job classifications, number of employees in each classification, and the aggregate Maryland payroll percentages to which the OFFEROR has committed at both prime and, if applicable, subcontract levels.

Tax revenues to be generated for Maryland and its political subdivisions as a result of this contract. Indicate tax category (sales tax, inventory taxes and estimated personal income taxes for new employees). Provide a forecast of the total tax revenues resulting from the contract.

The estimated percentage of subcontract dollars committed to Maryland small businesses and MBEs.

2. In addition to the factors listed above, the OFFEROR should explain any other economic benefit to the State of Maryland that would result from the OFFEROR’s proposal.

3. NOTE: Because there is no guarantee of any level of usage under this contract, in providing the information required in this section, the OFFEROR should state its level of commitment per $1,000 of contract value. In other words, for each $1,000 of contract value, how many Maryland jobs will be created, what Maryland tax revenue will be generated, how much will be paid to Maryland subcontractors, etc.

4.15 Required Submissions to be Provided by OFFERORThe OFFEROR shall submit the following:

1. Completed Bid/Proposal Affidavit (Attachment B – with original of Technical Proposal only)

2. Minority Business Enterprise (MBE) Utilization and Fair Solicitation Affidavit (see Section 1.23 and Attachment D-1)

3. Acknowledge OFFEROR’s obligation to obtain a performance bond acceptable to the State in the amount equal to the value of the Contract.

4.16 Format of Volume II – Financial Proposal

Each OFFEROR shall submit a second package labeled “Volume II – Financial Proposal” under separate sealed envelopr from the Technical Proposal. The Financial Proposal must bear the name and address of the OFFEROR, the name and number of the RFP and the closing date for proposals on the outside of the package. The OFFEROR must submit an original unbound original and nine bound (9) copies of the Financial Proposal, plus an electronic copy.

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The Financial Proposal must include, in this exact sequence, the following sections:

1) Assumptions: A description of any assumptions made by the OFFEROR in developing the Financial Proposal.

2) Attachment K-1 Price Proposal Form for Services Model provides a labor rate table for the labor categories delineated in Section 3.9 Project Personnel Services and Qualifications of the RFP. (See Section 4.19)

3) Attachment K-2 Price Proposal Form for Software and Project Totals(see Section 4.17) In order to implement a standard method by which the State can compare the proposed cost of competing proposals and make informed judgments about the reasonableness of proposed prices, price breakdown data must be submitted in the formats specified.

4.17 Price Proposal FormThe Price Proposal, for all items delineated, shall be accompanied by supporting cost information in sufficient detail to permit an evaluation by the State of the reasonableness of the prices. Each price element shall be reflective of the cost and relative value of that particular element of the work, and shall not include costs or value factors not directly related to the item. The State reserves the right to reject in whole or in part offers containing unbalanced or unreasonable Price Proposal details for any item(s), or which fail to include adequate and clear supporting cost information for any and all items. See Attachment K-2 - Price Proposal Form for Software and Project Totals

Note: All non-proprietary software (including source-codes, maintenance updates, documentation, etc.), communications capabilities, manuals, guides, bulletins, studies, surveys, schedules, and related materials which are developed under any contract resulting from this procurement will be solely owned by the State of Maryland.

Each of the Milestones and Deliverables specified in the RFP must be addressed in the Price Breakdown submitted in the OFFERORs financial proposal. OFFERORS are free to suggest additional Milestones or Deliverables in their proposals.

4.18 Labor Category RateAll personnel costs and other costs figures shall be fully-loaded rates, in accordance with the terms and conditions of the Master Contract referenced in the RFP. Separate pricing for Overhead, Profit, G&A is specifically prohibited. Fixed loaded hourly rates provided should be inclusive of all anticipated ODC’s. Rates that are considerably lower than current industry rates for similar personnel will be considered unreasonable or unbalanced and may be grounds for rejection of the OFFEROR’s proposal

Proposed Labor Skill Category - a listing, by title, of each labor category proposed by the OFFEROR to accomplish the Milestone or produce the Deliverable. (See Section 3.9.1)

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Hourly Rate – The hourly rate for each labor skill category.

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Section 5: EVALUATION CRITERIA AND SELECTION PROCEDURES

A Master Contract will be awarded in accordance with the Competitive Sealed Proposals procurement process under Code of Maryland regulations 21.05.03. The Competitive Sealed Proposals method is based upon discussion and revision of proposals during these discussions.

Following completion of the proposal evaluation process discussions and negotiations, reference checks, and site visits, if any, with the OFFEROR(s), the Procurement Officer will make a written determination recommending award of the contract to the responsive and responsible OFFEROR whose proposal is determined to be the most advantageous to the State considering evaluation and price factors set forth in this RFP. Award of a contract is subject to the approval of the Secretary of the Maryland Department of the Environment, or their designees, upon the recommendation of the Procurement Officer, and such other approvals as may be required by State law, including the Maryland Board of Public Works.

5.1 Selection Process Initial evaluation of the proposals will be performed by an Evaluation Committee established for that purpose

The first step in the process will be to assess compliance with the Minimum Requirements set forth in Section 2 of the RFP. OFFEROR(s) who fail to meet this minimum requirement will be disqualified and their proposals eliminated from further consideration.

The next level of review will be an evaluation for technical merit (see Section 3). During this review, oral presentations with a demonstration of the proposed COTS software and discussions may be held. The purpose of such discussions, if held, will be to assure a full understanding of the State’s specifications and the OFFEROR(s) ability to perform and to arrive at a contract that will be most advantageous to the State.

If applicable, OFFEROR(s) must confirm in writing any substantive oral clarification or change in their proposals made in the course of discussions. Any such written clarification or change then becomes part of the OFFEROR(s) proposal.

OFFEROR(s) whose technical proposals are judged to be not reasonably susceptible of being selected for award may be disqualified at this point.

The separate financial proposal of each qualified OFFEROR(s) will be distributed to the Evaluation Committee for analysis following the completion of the technical evaluation. After a review of the financial proposals of qualified OFFEROR(s), the Procurement Officer may again request oral presentations and conduct discussions. When in the best interest of the State, the Procurement Officer may permit OFFEROR(s) who have submitted proposals susceptible of award to revise their initial proposals and submit, in writing, best and final offer (BAFO).

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Upon completion of all discussions and negotiations, the Procurement Officer will recommend award of the contract to the responsible OFFEROR whose proposal is determined to be the most advantageous to the State considering technical evaluations and price factors as set forth in this RFP. In making this most advantageous OFFEROR determination, technical factors will be given more weight than financial factors.

5.2 Technical Proposal Evaluation CriteriaThe evaluation of the technical proposal will be based on the following selection criteria which are discussed below in order of descending importance:

5.2.1 The Technical Proposal

The State will evaluate the OFFEROR’s overall technical proposal in the following categories:

a. Responsiveness - Responsiveness is defined as the identification by the OFFEROR of how all specifications will be fulfilled. Responsiveness answers the question of whether the proposed technical approach accomplishes what was asked for.

b. Coherence - Coherence is defined as the delivery of a technical approach that is consistent with the required work schedules, software engineering methodologies to be used, and qualifications of personnel assigned to the Contract.

c. Feasibility - Feasibility is defined as the reasonable expectation that the proposed technical approach can be implemented as described. Assumptions, constraints, misunderstandings of the existing MDE environment, or other impediments to the successful implementation of the system will be evaluated. Feasibility answers the question on whether the proposed technical approach makes sense.

d. Implementation Strategy - The strategy for accomplishing the technical approach should bind all identified solutions to the proposed COTS software solution requirements. The implementation strategy shall delineate the steps and interrelationships necessary to ensure the implementation of proposed COTS software solution, its functions, and other related OFFEROR’s proposed completion date

e. Profiles – Key Personnel –The State will assess the quality of the profiles which must contain detailed explanation of persons education, experience, training, recent relevant experience, size and scope of projects supported and experience with proposed COTS software.

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5.2.2 OFFEROR Experience and Capabilities

The prior experience of the OFFEROR and subcontractor(s), within the last five (5) years with projects of similar size, scope and complexity, will be evaluated. Specifically, the degree to which the OFFEROR's experience applies to this RFP will be considered and evaluated.

The OFFEROR's experience will be evaluated in the following categories:

a. Technical Experience - The OFFEROR's demonstrated expertise in the technical areas involved in the proposed COTS software solution, primarily large environmental regulatory system implementation expertise, client/server architecture expertise, and WWW expertise.

b. Project Management Experience - The OFFEROR's demonstrated ability to manage projects of this size and complexity through the project’s lifecycle, and consistently bring projects to a successful completion, on time and within budget.

c. Client References - Contacts with the OFFEROR's client references will occur to ascertain the technical expertise, quality of project management, accuracy and timeliness of deliverables, and successful completion of projects on time and within budget.

d. Work Measurement Experience - The OFFEROR's demonstrated expertise in projects or assignments involving work measurement studies of office functions in order to achieve gains in productivity and efficiency in staffing.

5.2.3 Project Management

The State will evaluate the OFFEROR’s overall approach to managing this Contract and satisfying the specifications of the solicitation. The items that will be evaluated are discussed in Section 4.9.

5.2.4 Financial Stability (see section 4.12, 4.13)

5.2.5 General Economic Benefit to Maryland (see Section 4.14)

5.3 Reciprocal PreferenceAlthough Maryland law does not authorize procuring agencies to favor resident OFFERORs in awarding procurement contracts, many other states do grant their resident businesses preferences over Maryland OFFERORs. Therefore, as described in COMAR 21.05.01.04, a resident business preference may be given if:

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1. A responsible OFFEROR whose headquarters, principal base of operations, or principal site that will primarily provide the services required under this RFP is in another state submits the most advantageous offer.

2. The other state gives a preference to its residents through law, policy, or practice.

3. The preference does not conflict with a Federal law or grant affecting the procurement contract.

4. The preference given shall be identical to the preference that the other state, through law, policy or practice gives to its residents.

5.4 Financial Proposals Evaluation Criteria

Financial proposals of qualified OFFEROR(s) will be opened only after all technical proposals have been evaluated and ranked. The financial proposal must contain all cost information in the format specified in Attachment K –1 Price Proposal Form for Services Model and Attachment K-2 Price Proposal Form for Software and Project Totals.

The financial evaluation and ranking will be based on a thorough tabulation of the cost information contained in the OFFEROR’s Price Proposal.

After a review of the financial proposals of qualified OFFEROR(s), the Procurement Officer may again conduct discussions. When in the best interest of the State, the Procurement Officer may permit OFFEROR(s) who have submitted acceptable proposals to revise their initial proposals and submit, in writing, best and final offers, (BAFO).

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